Office Administrator - Whitehorse

at  Overland West

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 answer 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.

• 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, they may need to convert paper documents into digital formats, such as PDFs or other company-preferred formats.
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• Data Entry and Document Management

• Input Data into Systems: After scanning documents, they may need to 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.).
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• 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 CoordinationLiaise with Other Departments: Communicate with drivers, dispatchers, or other departments to clarify any discrepancies or missing information related to shipments.
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• Document Retrieval and Distribution
• Retrieve Digital Files: When requested, the administrator may need to 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 BacklogSort and Prioritize Incoming Documents: If documents are physically submitted in the afternoon, the administrator may need to prioritize scanning tasks and manage a backlog of paper documents that need to be digitized.
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• ComplianceCompliance with Regulations: Ensure that all scanned documents and data entry processes comply with industry regulations, including transportation laws and safety regulations.

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• Report GenerationCreate Reports: Generate and maintain daily, weekly, or monthly reports related to scanned documents, system errors, or inventory of paperwork that has been processed.

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• End-of-Day Tasks
• Close Out the Day: At the end of the shift, the administrator may need to ensure all documents are properly scanned, saved, and filed. They might also need to prepare and hand off work to the next shift or provide a summary of completed tasks.