Administrative Assistant

Job description

Phantom Logistics is a full-service trucking and transportation company based in Bolton, Ontario, proudly serving the Greater Toronto Area and beyond. Since our inception, we have grown into a trusted logistics partner for local and national clients, offering a comprehensive range of freight solutions including long-haul, expedited, flatbed, and refrigerated (cold chain) trucking services.

Our modern, well-maintained fleet and experienced team of drivers and dispatch professionals allow us to deliver safe, on-time service across every load we carry. As we continue to expand our operations, we are looking for an organized and dependable Administrative Assistant to support our growing dispatch, compliance, and office operations team.

• Coordinate and schedule dispatch, driver, and delivery paperwork, including bills of lading, trip logs, and load confirmations
• Answer and direct incoming calls and emails from carriers, shippers, drivers, and clients regarding freight and delivery status
• Prepare, format, and proofread correspondence, quotes, contracts, and internal memos related to trucking and logistics operations
• Open, sort, and distribute incoming mail, courier packages, and freight documentation to the appropriate departments
• Maintain and update filing systems (electronic and hard copy) for driver records, vehicle safety inspections, IFTA/fuel tax documents, and compliance files
• Schedule appointments, meetings, and dispatch check-ins for management and operations staff
• Order office supplies and monitor inventory of administrative and safety documentation materials
• Assist with data entry into the transportation management system (TMS) for load tracking, invoicing, and customer records
• Prepare invoices, purchase orders, and expense reports; liaise with accounting on billing discrepancies
• Set up and maintain office equipment, supervise clerical staff as needed, and establish administrative work procedures
• Greet visitors, vendors, and drivers at the office and direct them to the appropriate personnel
• Compile data, statistics, and reports on delivery performance, fuel usage, and fleet activity as requested by management
• Assist with onboarding documentation for new drivers and administrative hires

• Education: High School Diploma
• Experience: Minimum 2 years of work experiemunce in a similar administrative role (experience in the trucking, transportation, or logistics sector is an asset)
• Strong verbal and written communication skills
• Proficiency with Microsoft Office (Word, Excel, Outlook) and general office equipment
• Ability to multi-task and stay organized in a fast-paced dispatch/office environment

Qualified candidates are invited to submit their resume using the contact information below.

Date Posted: 24/08/2026

Date Advertisement Closes: 23/09/2026