Office Administrator / Logistics Clerk
Key details
- Location
- New Haven, CT, United States
- Work style
- Onsite
- Job type
- Full-time
- Function
- Logistics & Transportation
- Focus area
- other
- Posted
- 42m ago
Skills
About the role
Office Administrator / Logistics Clerk
Department: Administration / Operations
Location: New Haven, CT
Employment Type: Full-Time
Reports To: EVP, US Northeast/ Designated Management Personnel
Position Summary
Enstructure is seeking an organized, dependable, and detail-oriented Office Administrator / Logistics Clerk to provide administrative and logistical support to terminal operations and management. The position coordinates daily office activities, customer communications, trucking administration, and general operational support. The ideal candidate is proactive, service-oriented, and comfortable managing multiple responsibilities in a fast-paced maritime terminal and logistics environment.
Key Responsibilities
General Office Administration
- Manage daily office administrative functions and maintain an organized, professional office environment.
- Order, stock, and maintain office and kitchen supplies.
- Prepare and maintain conference rooms, common areas, and kitchen facilities for meetings and visitors.
- Answer telephone calls, direct inquiries, take messages, and welcome customers and vendors.
- Handle mail, deliveries, scanning, filing, and administrative recordkeeping.
Management and Meeting Support
- Schedule meetings, appointments, and conference calls for management personnel.
- Prepare agendas, documents, presentations, and meeting materials.
- Attend designated meetings, take notes, and distribute minutes and action items.
- Assist with management correspondence, follow-up tracking, and general administrative tasks.
Trucking and Logistics Administration
- Provide administrative support to the trucking department and terminal logistics operations.
- Assist with trucking invoices, billing documentation, and supporting records.
- Organize delivery tickets, scale tickets, and other transportation paperwork.
- Perform data entry, recordkeeping, and reconciliation of trucking and delivery information.
- Communicate with drivers, dispatchers, customers, and internal departments; assist with routine inquiries and documentation discrepancies.
Customer Service and Salt Order Processing
- Answer customer calls concerning salt sales, orders, and deliveries.
- Record customer details, product types, quantities, pickup or delivery requirements, and requested dates accurately.
- Enter and communicate orders to operations, trucking, and dispatch teams.
- Respond to routine order-status inquiries and escalate special requests or concerns.
- Maintain customer order records and support associated billing, particularly during winter peak demand.
Event Planning and Coordination
- Help plan employee appreciation events, holiday gatherings, customer meetings, and other company functions.
- Coordinate catering, invitations, RSVPs, supplies, room setup, and event breakdown.
Additional Administrative Support
- Assist with basic accounts payable and accounts receivable documentation and invoice processing.
- Maintain spreadsheets, reports, contact lists, and administrative files.
- Support special projects, corporate coordination, and other duties as assigned.
Qualifications and Experience
Required
- High school diploma or equivalent.
- Experience in office administration, customer service, clerical support, or a related role.
- Proficiency in Microsoft Outlook, Excel, Word, and Teams.
- Strong communication, organizational, time-management, and data-entry skills.
- Professional telephone manner, attention to detail, discretion, and ability to work independently and collaboratively.
Preferred
- Experience in trucking, transportation, logistics, warehousing, or maritime terminals.
- Familiarity with billing, order entry, dispatch documentation, accounting, or ERP systems.
- Experience coordinating meetings or company events.
Key Competencies
Organization and time management; customer service; attention to detail; initiative; adaptability; teamwork; discretion and professionalism.
Work Environment
Primarily office-based within an active maritime terminal and logistics operation, with regular interaction with management, terminal personnel, trucking staff, customers, and vendors. Occasional access to designated operational areas may be required, subject to applicable safety requirements.
Position Expectations
Take ownership of routine office functions, maintain a professional and welcoming workplace, deliver accurate and timely customer service, and serve as a reliable administrative resource to management and the trucking department.
This description summarizes the general nature of the position and is not an exhaustive list of duties. Responsibilities may change based on operational needs.
How well do you match this job?
Free account needed to apply or save. It takes a minute, and we'll bring you right back to this job.