Administration Assistant

JOB SUMMARY: To provide administrative assistance regarding distribution, paperwork, billing, dispatch, and other supportive duties for the Fuel South Express Operations Team.

ESSENTIAL DUTIES:
The position includes, but is not limited to, the following essential job duties, responsibilities, and requirements:
• Provide day-to-day administrative support with great attention to detail.
• Demonstrate ability to multi-task while working in a fast-paced, high-pressure environment
• Handle and route all incoming and outgoing mail.
• Assist other departments as assigned with various administrative functions.
• Work with minimal supervision to complete special projects as assigned.
• Maintain supplies inventory by checking stock to determine the level of inventory; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
• Responsible for being the point of contact for all billing questions; follow-up as needed.
• Maintain driver paperwork such as fuel receipts, DVIRs, etc.
• Manage driver certifications to ensure that they are up to date.
• Provide aid to the dispatch department when needed
• Ability to run reports and analytics as needed
• Review driver’s logs and monitor work efficiency
• Maintain BOLs and other necessary paperwork
• Assist in record keeping for operations
• Assist in record keeping for maintenance
• Any other additional duties as deemed necessary by management or the administrative team

REQUIREMENTS:
• Must have excellent writing and editing skills
• Strong analytical and organizational skills
• Detail-oriented and able to multi-task
• Ability to work and adapt to different personalities in the workplace
• Ability to balance competing priorities and deadlines
• Ability to handle confidential matters with professionalism and discretion
• Must have experience with Microsoft Office Suite, including Excel, Outlook, Word, and Internet Explorer
• Willing to work a non-traditional schedule which may include off shifts and/or working weekends and some holidays
*Job duties may change with or without notice.

EDUCATION AND/OR EXPERIENCE REQUIREMENTS:
• High school diploma with 1 - 2 years’ experience in the administrative field preferred.
• Working knowledge/skills with other office-type systems
• Must be an organized, customer-focused individual with strong communication skills (written and verbal), business acumen (listening, professionalism, and phone etiquette), and knowledge of supply chain management.
• Prior dispatch or experience in the transportation industry is a plus

PHYSICAL REQUIREMENTS:
The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Complete physical activity inventory of the position includes:
• Frequently sit (approximately 25% to 80% of the time)
• Frequently stand (approximately 10% to 60% of the time)
• Frequently walk (Approximately 10% to 40% of the time), generally from 5-30 feet within the office
• Frequently lift and carry an average of 5 to 20 pounds and occasionally as much as 40 to 70 pounds or more. Items to be lifted or carried might include but are not limited to, boxes or files, copy paper, supplies, materials, donations, etc. Most items will be carried by hand. Most items must be lifted to knee or waist level, some items lifted to chest level, and only a few items overhead.
• Frequently push and pull objects to open and close file drawers, occasionally move items around the office such as a box of copy paper or computer paper, occasionally a small piece of furniture, the office chair, the vacuum cleaner, etc.
• Occasionally bend and kneel to file, retrieve items, etc.
• Occasionally flex upper trunk forward at the waist and partially flex knees, sometimes twisting or rotating upper trunk to right or left while sitting or standing.
• Occasionally place arms above, at, and below shoulder height to reach.
• Occasionally climb stairs or inclined surfaces.
• Ability to get to and from work; ability to move from one work location to another work location during the day if necessary. Possession of a valid Driver's License for client transportation purposes or to run necessary errands. Must furnish current proof of insurance.
• Must be able to work a flexible schedule. This position may require some work on evenings and weekends.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Working conditions inventory of the position includes:
• The noise level in the work environment is usually moderate to a normal range.
• The lighting will include natural light from the outside as well as fluorescent lighting throughout the work areas.

JOB DESCRIPTION ACKNOWLEDGMENT
This Job Description indicates the general nature and level of work to be performed in this position and it is not intended to contain or be interpreted as a comprehensive inventory of all the duties, responsibilities, functions and qualifications required of the position. The incumbent may be asked to perform other duties and will be evaluated, in part, onthe performance of the tasks listed in this job description. As with all positions, the responsibilities and duties of this position may change. The Company reserves the right to revise this Job Description at any time with or without notice. This Job Description does not constitute a contract for employment and either the incumbent or the Company may terminate employment at any time, for any reason, with or without notice.
Circle K is an Equal Opportunity Employer. The Company complies with the Americans with Disabilities Act (the ADA) and all state and local disability laws. Applicants with disabilities may be entitled to reasonable accommodation under the terms of the ADA and certain state or local laws if it does not impose an undue hardship on the Company. Please inform the Company’s Human Resources Representative if you need assistance completing any forms or to otherwise participate in the application process.

Circle K is an Equal Opportunity Employer.
The Company complies with the Americans with Disabilities Act (the ADA) and all state and local disability laws.  Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the ADA and certain state or local laws as long as it does not impose an undue hardship on the Company. Please inform the Company’s Human Resources Representative if you need assistance completing any forms or to otherwise participate in the application process.

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