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Key Responsibilities and Required Skills for a Transport Assistant

💰 $45,000 - $65,000

LogisticsSupply ChainTransportationAdministration

🎯 Role Definition

The Transport Assistant is the operational linchpin of a logistics or transportation department. This role provides critical administrative and coordination support to ensure the seamless, timely, and compliant movement of goods, materials, or personnel. Acting as a central point of communication between drivers, customers, suppliers, and management, the Transport Assistant meticulously plans routes, tracks shipments, manages documentation, and resolves logistical challenges. This position is foundational to the efficiency and reliability of the entire supply chain, directly impacting customer satisfaction and operational costs.

📈 Career Progression

Typical Career Path

This role is a fantastic entry point into the world of logistics and offers significant growth potential for a dedicated professional.

Entry Point From:

  • Administrative Assistant
  • Customer Service Representative
  • Warehouse Clerk or Associate
  • Data Entry Clerk

Advancement To:

  • Transport Coordinator or Planner
  • Logistics Specialist
  • Fleet Supervisor
  • Dispatch Manager

Lateral Moves:

  • Supply Chain Assistant
  • Procurement Assistant
  • Inventory Control Specialist

Core Responsibilities

Primary Functions

  • Coordinate and schedule daily transportation activities, including routing for local and long-haul deliveries, to ensure timely and cost-effective dispatch of goods.
  • Serve as the primary point of contact for drivers, addressing their inquiries, providing route information, and resolving any on-the-road issues or delays.
  • Meticulously track and trace shipments in real-time using Transportation Management Systems (TMS), GPS, and other tracking software to monitor progress and provide status updates to stakeholders.
  • Prepare, verify, and manage all necessary shipping and receiving documentation, including Bills of Lading (BOLs), proof of delivery (PODs), packing lists, and customs paperwork.
  • Communicate proactively with customers, suppliers, and internal departments to confirm delivery schedules, manage expectations, and resolve any potential conflicts or discrepancies.
  • Monitor driver compliance with company policies and government regulations, such as Hours of Service (HOS) and vehicle safety standards.
  • Assist in the planning and optimization of delivery routes to maximize efficiency, reduce fuel consumption, and minimize transportation costs.
  • Maintain accurate and up-to-date records within the TMS and other company databases, including driver logs, vehicle maintenance schedules, and shipment details.
  • Handle the administrative aspects of freight claims, investigating incidents of damaged or lost goods and processing the necessary paperwork for resolution.
  • Coordinate with the maintenance team to schedule routine vehicle inspections, preventative maintenance, and necessary repairs to ensure fleet readiness and safety.
  • Process and audit carrier invoices and freight bills for accuracy, ensuring alignment with negotiated rates and contracted services before submitting for payment.
  • Generate and distribute daily, weekly, and monthly reports on key transportation metrics, such as on-time performance, cost per mile, and vehicle utilization.
  • Respond to urgent transport requests and logistical emergencies, demonstrating adaptability and problem-solving skills to find swift and effective solutions.
  • Support the negotiation of rates with third-party carriers and freight forwarders for ad-hoc or overflow shipment needs.
  • Onboard new drivers by providing them with necessary equipment, documentation, and an overview of company procedures and expectations.

Secondary Functions

  • Assist in analyzing transportation data and performance metrics to identify trends, inefficiencies, and opportunities for process improvement.
  • Support ad-hoc data requests and exploratory data analysis related to freight costs, carrier performance, and route efficiency.
  • Contribute to the organization's broader supply chain strategy by providing operational insights and feedback from daily transport activities.
  • Collaborate with warehouse and inventory teams to ensure smooth coordination between goods readiness and vehicle dispatch schedules.
  • Participate in departmental meetings and continuous improvement projects aimed at enhancing the overall performance of the logistics function.

Required Skills & Competencies

Hard Skills (Technical)

  • Transportation Management Systems (TMS): Proficiency in using TMS software for routing, scheduling, and tracking shipments.
  • MS Office Suite Proficiency: Advanced skills in Microsoft Excel for data analysis and reporting, as well as competence in Word and Outlook.
  • Logistics Principles: Solid understanding of fundamental supply chain and transportation logistics concepts.
  • GPS & Tracking Software: Experience with real-time vehicle tracking and fleet management software.
  • Regulatory Knowledge: Familiarity with relevant transportation regulations, such as Department of Transportation (DOT) rules and Hours of Service (HOS).
  • Data Entry & Management: High accuracy and speed in data entry and maintaining complex databases.

Soft Skills

  • Communication: Exceptional verbal and written communication skills for clear and professional interaction with drivers, customers, and internal teams.
  • Organization & Time Management: Superior ability to multitask, prioritize a demanding workload, and meet tight deadlines in a fast-paced environment.
  • Problem-Solving: Proactive and resourceful approach to identifying and resolving logistical challenges and unexpected issues.
  • Attention to Detail: Meticulous in managing documentation, tracking data, and verifying information to ensure accuracy and compliance.
  • Interpersonal Skills: Ability to build strong working relationships and collaborate effectively as part of a team.
  • Resilience Under Pressure: A calm and composed demeanor when handling urgent situations, delays, and high-stress scenarios.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Logistics
  • Supply Chain Management
  • Business Administration
  • Operations Management

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in a transportation, logistics, dispatch, or related administrative support role.

Preferred:

  • Direct experience within a fast-paced distribution center, manufacturing facility, or third-party logistics (3PL) environment is highly advantageous.
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