Trucking Department Secretary

Job Description

Job Description

A trucking company secretary is responsible for managing administrative tasks within the trucking operations, including handling driver paperwork, scheduling deliveries, maintaining vehicle records, answering phone calls, filing documents, coordinating with dispatchers, and ensuring compliance with DOT regulations, all while providing essential office support to the transportation team.

Key responsibilities may include :

• Driver Management :

Processing driver logs and hours of service records to ensure DOT compliance.

• Maintaining driver files with personal information, licenses, medical certificates, and performance evaluations.
• Scheduling driver shifts and assigning trucks to deliveries.
• Communicating important information to drivers via phone, email, or text.
• Dispatching Support :

Assisting dispatchers with load assignments, route planning, and tracking shipments.

• Updating delivery schedules and notifying customers of any changes.
• Coordinating with third-party logistics providers.
• Administrative Tasks :

Answering phone calls and directing inquiries to appropriate personnel.

• Managing incoming and outgoing mail, including invoices and bills of lading.
• Filing important documents and maintaining accurate records.
• Creating and updating spreadsheets for tracking deliveries and driver performance.
• Compliance Management :

Monitoring DOT regulations and ensuring company adherence to standards.

• Preparing necessary paperwork for inspections and audits.
• Reporting any compliance issues to the appropriate authorities.
• Customer Service :

Responding to customer inquiries regarding shipment status and delivery details.

• Resolving customer complaints and coordinating with relevant departments.

Required Skills :

• Strong organizational and time management skills to handle multiple tasks efficiently.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for data entry and report generation.
• Excellent communication skills, both verbal and written, to interact with drivers, dispatchers, and customers.
• Attention to detail to ensure accuracy in paperwork and compliance with regulations.
• Ability to work under pressure and meet deadlines.

Relevant Experience :

• Prior administrative experience in a transportation or logistics industry is preferred.
• Knowledge of DOT regulations and trucking industry standards is beneficial.