Office Administrator

4 weeks ago

Cape Town, Western Cape, South Africa Overlandwest Full time

Overland West Freight Lines Ltd. is your key to reach your full potential.

As the leading expedited over-the-road carrier in Western Canada, we have 24 owned and operated service centers in British Columbia, Alberta, the Yukon and Northwest Territories. With this extensive network, we are always looking for people to join our team.

With our vision of providing the best service possible, our team members are critical to our success. So, if you thrive in a dynamic and fast-paced environment, we have a career for you

If you are an energetic and enthusiastic Office Administrator, then you have what it takes to join our team

Job Description:

Answer phones and inquiries, contact customers to schedule appointments, use in-house computer software to track shipments and enter status updates. Photocopy, scan, sort, and file documents based on various parameters. Maintain reports on and keep track of missing and damaged shipments.

Work Schedule:

Monday - Friday (8:00- 17:00)

Location:

11 Burns Road, Whitehorse, YT, Y1A 4Z3

Responsibilities:

  • Scanning and Digitizing Documents
    • Scan Shipping and Delivery Documents: Ensure that all incoming paper documents, such as bills of lading, delivery receipts, shipping manifests, and other relevant paperwork, are scanned into the company's digital system.
    • Verify Scan Quality: Check that all scanned documents are clear, legible, and properly oriented before being stored or forwarded.
    • Convert Physical to Digital: In addition to basic scanning, convert paper documents into digital formats, such as PDFs or other company-preferred formats.
  • Data Entry and Document Management
    • Input Data into Systems: Enter key details from the documents (e.g., invoice numbers, load numbers, destination details) into the company's internal database or transportation management system (TMS).
    • Maintain Digital Filing Systems: Organize scanned files into appropriate digital folders or systems for easy retrieval, ensuring files are kept up to date.
    • Track and Update Shipments: Monitor the status of shipments by updating relevant information in the system (such as delivery confirmation, status changes, etc.).
  • Quality Control
    • Ensure Accuracy: Check scanned documents against the originals for any errors, such as missing pages, poor scan quality, or incorrect data entry.
    • Address Scanning Errors: Troubleshoot and resolve any issues related to the scanning process, such as jammed paper or malfunctioning equipment.
  • Communication and Coordination
    • Liaise with Other Departments: Communicate with drivers, dispatchers, or other departments to clarify any discrepancies or missing information related to shipments.
  • Document Retrieval and Distribution
    • Retrieve Digital Files: Retrieve specific documents from the digital file system to send to other departments, customers, or vendors.
    • Email and Distribution: Email scanned documents or reports to the appropriate parties, such as customers, vendors, or management.
  • Managing Paperwork Backlog
    • Sort and Prioritize Incoming Documents: Prioritize scanning tasks and manage a backlog of paper documents that need to be digitized.
  • Compliance
    • Compliance with Regulations: Ensure that all scanned documents and data entry processes comply with industry regulations, including transportation laws and safety regulations.
  • Report Generation
    • Create Reports: Generate and maintain daily, weekly, or monthly reports related to scanned documents, system errors, or inventory of paperwork that has been processed.
  • End-of-Day Tasks
    • Close Out the Day: Ensure all documents are properly scanned, saved, and filed at the end of the shift. Prepare and hand off work to the next shift or provide a summary of completed tasks.

What the successful candidate will bring:

  • Professional attitude in all interactions when on shift
  • Strict attention to detail
  • Excellent communication skills
  • Transportation experience preferred but not required
  • Proficiency with Microsoft Office 364 and Outlook
  • Ability to maintain order in a fast-paced team environment
  • Available to work full-time hours with some overtime
  • Reliable transportation

Compensation & Benefits:

  • Hourly wage to start $26.00 - $29.00

  • Comprehensive benefits package including pension plan after completion of probationary period

To apply:

Please email your resume to: recruitment@rewc.com with email title – Office Administrator - Whitehorse

Please note that the successful candidate will be subject to reference and/or criminal background checks prior to employment.

Only qualified candidates already living in Whitehorse, YT, and its surroundings, are invited to submit a resume for immediate consideration.

Why Join Overland West Freight Lines Ltd?

The Best Coverage in the West

Overland West Freight Lines Ltd. provides a premier transportation network for all our customers. We put their needs first, ensuring an exceptional service experience through innovation, people, technology, and cost efficiency.

Our core values set us apart from the rest.

We create value for our customers through on-time, damage-free, and hassle-free service daily. We provide a work environment where safety is never compromised. We lead with integrity and foster an honest, ethical, and accountable workforce. We strive for continuous improvement through innovation, technology, and supporting the people we work with.

We thank all applicants, but only those selected for an interview will be contacted.

Overland West Freight Lines Ltd. is committed to the principles of employment equity and encourages all qualified members of the designated groups to apply.

#INDHP

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