We are a Minnesota-based, family-owned business with an opening for an Administrative Assistant – Shipping & Logistics position at our Inver Grove Heights location. We are looking for someone with strong organizational and customer service skills, attention to detail, computer proficiency, a strong work ethic, and a positive attitude. This position is responsible for providing administrative support to shipping and logistics operations, coordinating shipments, maintaining accurate records, processing documentation, and communicating with customers, vendors, and internal departments to help ensure efficient daily operations.

Awarded Star Tribune’s Top Workplaces 7 years in a row. We like to work hard, play hard, and take pride in everything we do! 

SCHEDULES: Monday-Friday 8am-4pm 

BENEFITS: Industry leading pay and benefits, paid weekly, overtime opportunities , vacation rollover, $50,000 life insurance policy gifted to all FT employees, 401k with a company match, career advancement programs, awesome company events, HUGE tech referral bonuses. 

Primary Objective:

To support the day-to-day administrative and operational needs of our daily operations. This position helps keep shipment information, customer and carrier documentation, internal records, and operational workflows accurate and up to date. This role works closely with Operations, Sales, Leadership, customers, carriers, and service providers to ensure information moves efficiently and tasks are completed on time.

Operational Support

• Assist with daily transportation and brokerage operations.
• Monitor shipment activity and help ensure loads are properly documented and updated.
• Coordinate information between customers, carriers, Operations, Sales, and Leadership.
• Track shipment status, appointments, delivery updates.
• Assist with resolving routine shipment and documentation issues.
• Ensure completed shipments are properly documented and ready for internal processing.
• Support operational follow up with customers and carriers.
• Assist with accessorial documentation, delivery receipts, rate confirmations, and any additional shipments records needed.
• Identify delays, missing documentation or shipment discrepancies and escalate them appropriately.

TMS (Transportation Management System)

• Update shipment status information, appointments and documentation.
• Monitor completed shipments to ensure required documents are uploaded.
• Assist with correcting incomplete or inaccurate shipment details.
• Maintain customer and carrier information within the system

Customer and Carrier Support

• Assist with Customer and carrier communication regarding shipment information and documentation
• Coordinate onboarding of new customers, carriers and vendors.
• Collect and maintain required agreements, insurance certificates, contact information carrier compliance documents.
• Maintain timely communication with customers, carriers and vendors.
• Track outstanding carrier documents and confirmations.

Administrative Support

• Maintain and organize electronic records and operational documentation
• Manage internal tracking tools
• Assist with general office day to day support
• Help improve consistency with administrative workflows.
• Identify opportunities to simplify processes and eliminate unnecessary administrative work.

Preferred Transportation Experience (Experience with any of the following is a plus)

• Freight Brokerage (Truckload/LTL)
• Carrier Communication and On-Boarding
• Customer Service
• TMS Systems (Tai)
• DAT
• Trucker Tools

Qualifications

• 2+ years of administration, customer service or related experience preferred.
• Transportation or freight brokerage experience is a strong plus
• Experience with TMS is preferred but not required
• Strong Microsoft Excel and general computer skills
• Excellent attention to detail and organizational skills
• Ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills
• Ability to work independently while collaborating with a small growing team
• High level of dependability and accountability
• Ability to learn new systems and processes quickly

Most importantly, we are looking for someone who fits with our company values:

• Values people
• Gives people with strengths the opportunity to exercise them
• Doesn't treat lack of success as failure
• Is very affirming and brings out the best in others
• Values and gives high quality
• Works hard
• Sees opportunities and integrates with existing business
• Is a good communicator
• Is humble
• Assumes responsibility for actions and commitments
• Attends to details
• Attends to operations
• Is competitive

A little about who we are:

Founded in 1979, Blaine Brothers is a distributor of quality branded parts, complete heavy-duty truck and trailer service, tank trailer service, mobile service, emergency service and tank/trailer sales. We have are located in Scanlon, MN. We specialize in the repair of medium and heavy duty (class 4-8) trucks, school buses, commercial buses and RVs We utilize the best computers and software to aid in the diagnostic and servicing of the equipment. Blaine Brothers is affiliated with North American Trailer, Inc. Offering 24-hour service, 365 days a year. Our mobile service team comes to our customers with their rolling garages to get them back on the road in a timely manner with the combined nine locations and 27 service trucks.

At Blaine Brothers our clients are treated with honesty and respect.

Our Vision To be respected because of our strong family values that we put into every job we do.

Our Mission Through our values we will strive to offer every one of our partners a helping hand in realizing their full potential by delivering value in parts, service, and sales in the industries we serve.

We value the skills, leadership, and dedication of our military community. Veterans, active-duty service members, reservists, National Guard members, and military spouses are encouraged to apply.