Pilot Thomas Logistics
  • 02-Aug-2017 to 01-Oct-2017 (EST)
  • Office Staff
  • Morgantown, WV, USA
  • Hourly
  • Full Time

Paid WEEKLY, Paid Vacation & Holidays, Excellent Benefits Packages & 401(k) Participation, Work-life Balance, Tuition Reimbursement and more!

Position Summary

The Document Specialist supports the operations team with general office support, data entry, reporting, invoice reconciliation, vehicle maintenance scheduling, and other responsibilities as required by the local office and business needs. The Document Specialist will partner with multiple functional areas, including transportation management, drivers, dispatch, sales, finance, and human resources.

Duties & Responsibilities

  • Invoice and bill customers, either directly or coordinated through centralized finance functions
  • Enter financial, expense, time keeping or operations-related (e.g., DMV, vehicle maintenance) data and create/distribute reports as required
  • Assist with data entry for fuel reconciliation and customer-specific initiatives (e.g., rail yard fuel accounting)
  • Maintain basic understanding of products and services offered and local warehouse inventory to provide appropriate level of customer support
  • In partnership with mechanics and operations management, maintain system for scheduling regular and as-needed vehicle maintenance
  • In partnership with local management and human resources, provide HR-related support as required (e.g., scheduling interviews, greeting candidates, assisting with on-site completion of online applications, distributing/tracking/collecting HR paperwork)
  • Based on local business need, perform limited dispatch responsibilities, order/delivery ticket review and creation, and driver communication management
  • Set up master "keep full" order in ordering system (e.g., MAS or AS400)
  • If Marine-based, coordinate deliveries with relevant port operations to schedule tugs/barges, transmit orders, coordinate with local product storage tanks, and schedule dock appointment 
  • Special projects as requested
  • Performs other duties as assigned


Typical Minimum Education & Experience

  • High school diploma required; Bachelor's degree preferred
  • 3-5 years full-time work experience
  • Experience in transportation industry strongly preferred, with exposure to fuel/lubricant product distribution desired; if Marine position, exposure to marine operations (e.g., docks, ports) preferred
  • Strong Microsoft Excel skills and proficiency in Word and Outlook; knowledge of financial software preferred (e.g., MAS, SAP, JD Edwards)
  • Enjoys the challenge of a difficult problem and demonstrates ability to solve a variety of user and network problems with immediate and effective solutions; asks good questions to isolate problems
  • Knows when to solve problems on own and when to consult others for support; can differentiate a small problem from a large one and take appropriate action
  • Identifies problems; determines accuracy and relevancy of information; uses sound judgment to generate and evaluate alternatives and make recommendations
  • Can look at reports and other data and notice anomalies; is able to spot inconsistencies and correct or explain variances
  • Can solve problems in intelligent, appropriate ways
  • Demonstrates ability to effectively work with clients, customers, and partners to accurately assess needs; provide information or assistance; resolve problems, or satisfy requirements
  • Seeks to understand situation or obtain information by asking questions, paraphrasing to ensure understanding and responding in appropriate helpful ways


Environmental Requirements

  • Extended schedule may be required as dictated by management and business needs.
  • May be required to lift, push, or pull materials weighing up to twenty (20) pounds.
  • May be required to sit and review information on a computer screen for long periods of time.
  • May require repetitive motions of the hands and wrist related to writing and typing at an electronic keyboard.
  • Be available to provide dispatch support as needed during evenings and/or on weekends/holidays
  • Exposure to extreme heat and cold possible


Now that you have read the job description, below are the next steps!

Click APPLY to fill out the application. Depending on the position, the application process takes 15 to 45 minutes. You will be required to list full details of your employment history, including current or prior company and supervisor names - contact information - previous residences - endorsements, etc. so plan accordingly.

It may take as little as two business days or up to two weeks for a decision. But don't get discouraged. Our goal is to make sure you receive feedback!

While you are waiting, feel free to familiarize yourself with our industry services (http://www.pilotthomas.com/services.html) to be better prepared if you are selected to continue through the process.

Best of luck! PTL Recruiting Team


 Pilot Thomas Logistics is an Equal Opportunity Employer

Pilot Thomas Logistics
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