Job Details

Administrative Assistant

Mamba Logistics is seeking an organized, dependable, and detail-oriented Administrative Assistant to provide day-to-day administrative support to the logistics and operations team. This role will assist with scheduling, documentation, data entry, customer and carrier communication, records management, and general office coordination.

The ideal candidate is comfortable managing multiple priorities, communicating with transportation partners, maintaining accurate records, and supporting a fast-paced logistics operation.

Key Responsibilities

Administrative Support

• Provide daily administrative support to logistics, operations, and management personnel.
• Maintain organized electronic files, records, spreadsheets, and correspondence.
• Prepare documents, reports, forms, and routine communications.
• Enter and update information accurately in company systems.
• Monitor shared inboxes and route requests to the appropriate team member.
• Assist with general office and operational projects.

Logistics Administration

• Assist with maintaining shipment, carrier, driver, customer, and vendor records.
• Update shipment information and statuses in applicable systems.
• Prepare and organize bills of lading, delivery confirmations, invoices, and related documents.
• Track outstanding paperwork and follow up on missing documentation.
• Assist logistics personnel with routine shipment-related administrative tasks.
• Maintain accurate records of completed and pending transportation activities.

Scheduling & Coordination

• Assist with scheduling meetings, calls, pickups, deliveries, and other operational appointments.
• Maintain calendars and scheduling spreadsheets.
• Communicate schedule changes to appropriate personnel.
• Help coordinate availability between customers, carriers, drivers, warehouses, and internal staff.
• Track appointments and follow up on outstanding scheduling requests.

Customer & Carrier Communication

• Respond to routine customer and carrier inquiries by phone and email.
• Provide basic administrative information regarding shipment status and documentation.
• Take accurate messages and route complex questions to appropriate personnel.
• Maintain professional communication with transportation partners.
• Document important communications and follow-up requirements.

Data Entry & Reporting

• Enter shipment, customer, vendor, invoice, and operational information accurately.
• Maintain spreadsheets and administrative databases.
• Prepare routine daily, weekly, and monthly reports.
• Assist with tracking shipment activity, administrative tasks, and outstanding items.
• Review records for missing or inconsistent information.

Accounts & Invoice Support

• Assist with organizing vendor and carrier invoices.
• Enter invoice information into applicable systems.
• Match invoices with supporting documentation when requested.
• Track invoice status and missing paperwork.
• Assist accounting personnel with routine administrative follow-up.
• Maintain organized payment-related documentation.

Document Management

• Organize contracts, carrier documents, customer records, shipment paperwork, and other business files.
• Scan, upload, rename, and categorize electronic documents.
• Maintain consistent file-management procedures.
• Assist with preparing documentation for internal reviews or audits.
• Protect confidential business and customer information.

Operations Support

• Assist logistics coordinators and managers with routine administrative tasks.
• Help track open issues, pending shipments, documentation, and follow-up items.
• Coordinate information between departments.
• Assist with maintaining operational checklists.
• Support process-improvement projects designed to improve administrative efficiency.

Qualifications

Required

• High school diploma or equivalent.
• 1–2 years of experience in administrative support, office administration, customer service, logistics, transportation, or a related field.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Strong attention to detail and data accuracy.
• Proficiency with Microsoft Office, Google Workspace, spreadsheets, email, and standard computer systems.
• Ability to manage deadlines and recurring administrative tasks.
• Strong follow-up and problem-solving abilities.
• Ability to work independently in a remote or hybrid environment.

Preferred

• Associate's or Bachelor's degree in Business Administration, Logistics, Supply Chain Management, or a related field.
• Previous experience with a logistics, freight, transportation, distribution, or trucking company.
• Familiarity with transportation-management or dispatch systems.
• Experience handling invoices, shipment documentation, or carrier records.
• Previous remote administrative experience.

Core Competencies

• Administrative coordination
• Data entry
• Logistics administration
• Scheduling
• Document management
• Customer service
• Carrier communication
• Records management
• Microsoft Excel
• Reporting
• Organization
• Time management
• Follow-up
• Problem-solving

Benefits

• Remote / hybrid work flexibility
• Competitive compensation
• Paid time off and company holidays
• Medical, dental, and vision benefits where eligible
• Retirement savings options
• Paid onboarding and role-specific training
• Professional development opportunities
• Supportive logistics and operations environment
• Opportunities for career advancement

Important Role Scope

This position provides administrative and operational support and does not independently make transportation, legal, safety, contractual, or regulatory decisions. Complex shipment, compliance, customer, or operational issues should be escalated to the appropriate logistics manager or qualified professional.

Equal Opportunity Employer

Mamba Logistics is committed to maintaining a professional, inclusive, and respectful workplace. Employment decisions are based on qualifications, experience, performance, and business needs, consistent with applicable federal, state, and local employment laws. We encourage qualified candidates with backgrounds in administration, logistics, transportation, customer service, scheduling, and operations support to apply.