Senior Administrative Assistant

The Senior Administrative Assistant serves as the primary front office and administrative support for the Archbold, Ohio branch. This role is responsible for managing reception, coordinating driver intake and shipping/receiving documentation, and ensuring accurate information flow between operations, logistics, and accounting. The position acts as a trusted administrative partner to the Regional Manager, enabling them to focus on leadership and operational priorities.

This is an experienced administrative role requiring strong judgment, discretion, organization, and the ability to manage competing priorities independently in a fast-paced operational environment.

• Serve as the primary point of contact for walk-in customers, drivers, vendors, and incoming calls
• Manage front desk activity to ensure efficient flow and minimal disruption to operations and leadership
• Maintain a professional, organized, and customer-ready office environment

• Check in drivers for inbound and outbound shipments
• Follow all intake and outbound shipping protocols
• Announce driver arrival and escort to shop floor
• Processing paperwork for customer pick-ups (BOL's, Dock Receipts, Tax Exemptions, Sales Agreements, Depositing Checks, etc.)
• Communicate with customers and third-party partners regarding freight details, shipping hours, etc.
• Take photos and videos of equipment, email them, along with equipment details, to the quote team
• Track inbound and outbound equipment movements and identify discrepancies or issues

• Coordinate with accounting to ensure freight, receiving, and vendor documentation is complete and accurate
• Provide clerical support to the National accounting team as needed, including data entry, document preparation, invoice organization, and routing
• Follow up on missing or incomplete paperwork to ensure timely processing

• Provide direct administrative support to the Regional Manager, including document preparation and follow-up coordination
• Anticipate routine administrative needs and resolve issues independently when possible
• Book travel and schedule meetings as requested
• Escalate issues appropriately when leadership input is required

• Order and maintain office supplies
• Maintain organized filing systems (physical and digital)
• Support consistent administrative processes across the branch
• Identify inefficiencies in administrative or logistics workflows and recommend improvements

• 5+ years of administrative experience in an operations, industrial, or service-based environment
• Experience coordinating with logistics and/or accounting departments in a support capacity
  
  Strong organizational and time management skills
• Excellent written and verbal communication skills
• High attention to detail with the ability to manage multiple priorities
• Proficient with standard office software and systems
• Ability to work independently and exercise sound judgment

• Ability to sit, stand, and walk throughout the workday
• Occasional lifting of office materials or documents (up to 25 lbs)
• Ability to interact with drivers and personnel in shop or yard environments as needed