Admin Assistant

This position is responsible for coordinating driver dispatch, planning delivery routes, processing customer orders, managing accounting functions, and providing administrative support to ensure efficient overnight operations. The ideal candidate has experience in accounting, transportation routing, and administrative support, along with strong Microsoft Excel skills and the ability to manage multiple priorities.

Position: Admin Assistant

Pay Rate: $28.00–$35.00/hour

Location: Oakland, CA

Schedule: Sunday–Thursday | 3:00 PM–12:00 AM or 9:00 PM–6:30 AM

Position Summary

We are seeking an experienced, organized, and detail-oriented Administrative Assistant to support daily operations within a fast-paced distribution and transportation environment. This position is responsible for coordinating driver dispatch, planning delivery routes, processing customer orders, managing accounting functions, and providing administrative support to ensure efficient overnight operations.

The ideal candidate has experience in accounting, transportation routing, and administrative support, along with strong Microsoft Excel skills and the ability to manage multiple priorities. This role requires excellent communication, attention to detail, and the ability to work independently while coordinating with drivers, warehouse personnel, and transportation teams.

Duties and Responsibilities

• Coordinate and manage driver dispatch activities throughout the evening and overnight shifts.
• Communicate with drivers regarding delivery schedules, route assignments, changes, and operational updates.
• Plan, organize, and adjust delivery routes to support timely and efficient distribution.
• Monitor delivery progress and assist with resolving scheduling, routing, or transportation issues.
• Process customer orders and accurately enter information into company systems.
• Prepare, review, and process customer invoices and related billing documentation.
• Manage daily accounts payable (AP) and accounts receivable (AR) activities.
• Assist with tracking payments, reviewing billing records, and resolving accounting discrepancies.
• Maintain accurate financial records, invoices, customer accounts, and transaction documentation.
• Answer incoming phone calls and provide professional customer service.
• Respond to customer inquiries regarding orders, deliveries, invoices, and scheduling.
• Coordinate with warehouse and transportation teams to ensure timely order processing and deliveries.
• Communicate operational updates and delivery changes to appropriate personnel.
• Maintain accurate dispatch logs, delivery records, customer information, and administrative reports.
• Utilize Microsoft Excel and company software systems to organize data, track information, and prepare reports.
• Assist with identifying and resolving order discrepancies, delivery concerns, and documentation errors.
• Maintain organized electronic and physical office records.
• Support efficient communication between drivers, warehouse personnel, customers, and management.
• Perform general office duties, including filing, data entry, email correspondence, and document preparation.
• Handle sensitive customer and financial information professionally and confidentially.
• Perform additional administrative, accounting, and dispatch-related duties as assigned.

Qualifications

• Previous accounting and transportation routing experience required.
• Experience with accounts payable, accounts receivable, invoicing, and basic accounting procedures.
• Familiarity with driver dispatch, delivery scheduling, and route coordination.
• Strong Microsoft Excel skills and general computer proficiency.
• Experience with data entry, customer order processing, and administrative documentation.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple responsibilities in a fast-paced distribution environment.
• Excellent verbal and written communication skills.
• Strong customer service and professional phone etiquette.
• Ability to communicate effectively with drivers, warehouse personnel, customers, and management.
• Strong problem-solving skills and ability to respond quickly to operational changes.
• Ability to prioritize tasks and meet deadlines.
• Dependable, self-motivated, and comfortable working independently.
• Ability to maintain accurate financial, customer, and transportation records.
• Ability to handle confidential customer and accounting information professionally.
• Comfortable working evening or overnight shifts, including Sundays.
• Previous experience in a warehouse, transportation, logistics, or distribution environment preferred.