Pilot Thomas Logistics
  • 19-Sep-2017 to 18-Nov-2017 (EST)
  • Office Staff
  • Elko, NV, USA
  • Full Time

Position Summary

The Administrative Assistant 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 Assistant will partner with multiple functional areas, including transportation management, drivers, dispatch, sales, finance, and human resources.

Essential Duties & Responsibilities

  • Data entry, reporting, and billing/invoicing. 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. Perform data entry for fuel reconciliation and customer-specific initiatives (e.g., rail yard fuel accounting). Provide fuel inventory reconciliations reports daily.
  • Receptionist and customer service. Answer office phones and direct calls as needed. Greet and assist walk-in traffic, completing and documenting transactions and requesting required sales and/or warehouse support. Maintain basic understanding of products and services offered and local warehouse inventory to provide appropriate level of customer support.
  • Administrative support (for fleet and office management). Help manage local office special events. Maintain proper filing systems for tickets, trips reports, invoices, work orders, ect.  Coordinate facilities or lease-related activities and inquiries as required. 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).
  • Dispatch and operational support. Based on local business need, perform limited dispatch responsibilities, order/delivery ticket review and creation, and driver communication management. Be available to provide dispatch support as needed during evenings and/or on weekends/holidays. Set up master "keep full" order in ordering system (e.g., MAS or AS400).

Typical Minimum Education & Experience

  • College degree preferred, high school diploma require
  • Minimum three 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)

 Environmental Requirements

  • This position requires working in an office setting, long periods of time sitting.

Must be able to stand, bend, push and pull at least up to 10 lbs.

  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
  • Apply Now

  • * Fields Are Required

    What is your full name?

    How can we contact you?

    By clicking the button above, I agree to ApplicantPro's Applicant Information Use Policy.

  • Sign Up For Job Alerts!

  • Share this Page
  • Facebook Twitter LinkedIn Email
Logo About us Corporate Giving Safety Careers Locations Services Contact Us