Administrative Assistant, Front Desk - Estes Forwarding Worldwide

Overview

Estes Forwarding Worldwide (EFW) is a leading domestic and international freight forwarder in the United States, providing customized logistics and warehousing solutions for clients around the world and across all industries via air, ground, and ocean freight. A subsidiary of Estes Express lines with corporate located in Richmond, Virginia, EFW is uniquely backed by Estes Express Lines’ extensive line haul network providing EFW clients with a hybrid transportation network. The company has received industry awards, including Specialty Carrier of the Year and E-Commerce Delivery Carrier of the Year, and has been recognized by Global Trade Americas as a leading 3PL to watch.

We are proud to offer highly competitive pay and a comprehensive benefits package, including:

• Paid vacation, sick time, and holidays
• 401(k) plan with company match
• Medical, dental, and vision insurance
• Short- and long-term disability plans
• Life and accidental death & dismemberment insurance
• Job referral bonus program

Responsibilities

The Administrative Assistant, Front Desk, is responsible for ensuring all assigned duties are handled and completed in an accurate, timely, and productive manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must satisfactorily perform each essential duty.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential duties.

• The position requires an enthusiastic person who can quickly adapt to the ever changing environment and who will exhibit that he/she is part of the EFW team.
• Process and distribute incoming mail to the appropriate employees.
• Maintain front desk security and visitor log.
• Maintain excellent customer service in person and via telephone, including directing and filtering calls as necessary.
• Perform various administrative duties in support of assigned manager(s).
• Support and promote company core values.
• The CRM – learn to process requests for credit and how to approve in the CRM.
• Follow established requirements for setting up lines of credit without approval by the Director of Accounting.
• Follow requirements for approving commission requests and how to reject when necessary.
• Follow the processes involved with preparing expense accounts for approval and how to submit them for payment.
• Order lunches for the executive staff and set up the food when it is delivered.
• Request Purchase Orders for car maintenance.
• Assist with UPS mailings that are done by Sales Support.
• Assist sales as required.
• Order supplies.
• Regular attendance is required.
• Comply with company C-TPAT and TSA security procedures.
• Perform other duties as assigned.

Qualifications

Position functions with supervision and has no direct reports.

• Minimum of a High School Diploma (or equivalent) and 0-2 years of clerical experience. Experience working in Freight Forwarding or Transportation industry desired.  However, a combination of experience and/or education will be taken into consideration. 
• Intermediate proficiency in Microsoft Office, internet, web-based, and job specific software applications.
• Requires strong skills in the Microsoft Office products, in particular Excel and Word with basic skills in PowerPoint and Access.
• Attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
• Requires flexibility, attention to detail, prioritization, and excellent interpersonal skills and the ability to work well with all levels of internal management and staff, as well as outside customers and vendors.
• Ability to create spreadsheets and manipulate data contained in spreadsheets already created.
• Good judgment; knows when to escalate issues and when to try to resolve.
• Self-starter and ability to work with little direction.
• Excellent spelling, grammar, and written/oral communication skills.
• Ability to plan, organize, and manage multiple projects and set priorities.
• Ability to read and interpret general business documents.
• Ability to write routine reports and general business correspondence.
• Ability to work with peers and communicate basic concepts.
• Ability to solve practical problems through standardized solutions that require limited judgment.
• Ability to follow prescribed and detailed procedures to solve routine problems.
• Must pass a pre-employment drug screen, random drug and/or alcohol tests, and will be subject to a criminal history background check.
• Must be eligible to work in the United States.
• At this time, EFW will not sponsor a new applicant for employment authorization for this position.
• EFW offers an opportunity to grow and develop your career in an environment that provides a fulfilling workplace for employees, creates an environment for continuous learning, and embraces the ideas and diversity of others. All qualified applicants will receive consideration for employment without regard to sex, pregnancy, race, ethnicity, color, creed, religion, national origin, age, disability status, protected veteran status, marital status, sexual orientation, gender identity or expression, or any other legally protected status.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

Typically sitting at a desk or table.  Intermittently sitting, standing, walking, or stooping.

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job.  Reasonable accommodations will be made to enable individuals with disabilities to perform essential duties.

Normal office situation.

EFW is an Equal Opportunity Employer, Minorities/Female/Disabled/Veteran.