Administrative Assistant

Administrative Assistant / Logistics Operations Support

A&M Platinum Logistics LLC

Job Summary

A&M Platinum Logistics LLC is seeking a dependable, detail-oriented Administrative Assistant to support our daily delivery operations, recruiting, and office administration.

This position works closely with the owner, supervisors, drivers, and business partners to keep records accurate, applications moving, paperwork current, and daily operations organized. The ideal candidate takes initiative, follows through on assignments, and can manage competing priorities in a fast-paced logistics environment.

Responsibilities

Administrative Support and Communication

Manage incoming calls, emails, and messages, directing issues to the appropriate person and following up until resolved.

Prepare professional correspondence, driver notices, reports, and company documents.

Maintain organized digital and physical files for drivers, contractors, equipment, and business operations.

Coordinate meetings, appointments, maintenance visits, and other scheduling needs.

Track outstanding tasks, deadlines, and required paperwork, keeping management informed.

Recruiting, Applications, and Onboarding

Make outbound recruiting calls and respond to inquiries from prospective drivers and contractors.

Explain available positions, basic qualifications, work expectations, and application requirements.

Send applications, assist applicants with the application process, and follow up on incomplete submissions.

Review applications for completeness and screen candidates against company requirements.

Maintain an applicant tracking log documenting contact attempts, application status, interview appointments, and next steps.

Schedule interviews and coordinate required screening and onboarding steps with management.

Collect and organize contractor agreements, W-9 forms, licenses, insurance documents, and other required paperwork.

Track document expiration dates and follow up on renewals or missing information.

Maintain current driver rosters, contact information, equipment assignments, and onboarding and offboarding records.

Delivery Operations and Compliance

Support communication between drivers, supervisors, customers, and business partners.

Review daily driver reports and follow up on missing submissions or incomplete information.

Assist with tracking delivery requirements, including arrival times, customer pre-calls, delivery photos, order notes, time windows, and customer surveys.

Monitor completion of required Samsara pre-trip and post-trip inspection reports and flag missing inspections or reported defects.

Organize documentation for missed deliveries, service issues, customer complaints, and incidents, escalating concerns to management.

Prepare weekly summaries of driver performance, compliance, and unresolved operational issues.

Fleet and Equipment Support

Maintain records for trucks, trailers, Moffetts, rental vehicles, and driver-issued equipment.

Track maintenance schedules, repair appointments, reported defects, and follow-up items.

Collect and file mileage readings, vehicle identification information, registration documents, and equipment photos.

Assist with coordinating rental or replacement equipment and ensuring required documentation is submitted for management approval.

Maintain organized records of equipment damage, repair estimates, invoices, and incident documentation.

Bookkeeping and Payment Support

Assist with QuickBooks data entry, invoice tracking, expense organization, and reconciliation.

Compile and verify information for contractor settlements, reimbursements, bonuses, and approved deductions for management review.

Maintain accurate supporting records for escrow balances, chargebacks, fuel transactions, and equipment expenses.

Follow up on missing receipts, invoices, and payment documentation.

Handle financial, applicant, contractor, and company information confidentially.

Qualifications

Previous experience in administrative support, office coordination, recruiting, dispatch, or logistics operations.

Proficiency in Microsoft Excel, Word, and Outlook, including maintaining spreadsheets and preparing reports.

Strong organizational skills, attention to detail, and the ability to prioritize multiple assignments.

Clear, professional written and verbal communication.

Confidence making recruiting calls, speaking with applicants, and conducting consistent follow-ups.

Ability to work independently, meet deadlines, and complete tasks without repeated reminders.

Comfort communicating with drivers, customers, vendors, and business partners.

Ability to learn new software, review records for accuracy, and identify information requiring management attention.

Sound judgment and discretion when handling confidential information.

Preferred Experience

Transportation, trucking, dispatch, or last-mile delivery experience.

Recruiting, application processing, or contractor onboarding experience.

QuickBooks and basic bookkeeping experience.

Familiarity with Samsara, delivery management applications, Jotform, and Google Workspace.

Experience maintaining contractor records, fleet documentation, and operational compliance reports.

Bilingual English and Spanish communication skills.

Who We’re Looking For

We need someone who keeps accurate records, communicates clearly, and follows through. The right candidate will actively support recruiting, keep applicants moving through the hiring process, ensure required paperwork is collected, and help management stay ahead of daily operational needs and deadlines.

How to Apply

Submit your résumé and a brief description of your relevant administrative, recruiting, bookkeeping, or logistics experience. Please include your availability and preferred contact information.

Pay: From $17.50 per hour

Experience:

• Customer service: 1 year (Required)

Ability to Commute:

• Palm Bay, FL 32905 (Required)

Ability to Relocate:

• Palm Bay, FL 32905: Relocate before starting work (Required)

Work Location: Hybrid remote in Palm Bay, FL 32905