Shop Administrator

Description:

Company Overview

Nova Lines Inc is a family-owned logistics company based in the greater Chicago area, dedicated to providing best-in-class flatbed delivery services. Our core values emphasize safety, honesty, customer experience, service excellence, and continuous improvement.
Summary

We are seeking an Administrator to join our team in Chicago. This pivotal role supports our operations by ensuring efficient office management and outstanding customer service. The Administrator will contribute significantly to our mission of delivering exceptional service to our customers.

Position Summary:

The Shop Administrator supports the operational efficiency of the shop by performing a variety of administrative and coordination tasks. This role ensures that documentation, communication, and logistics are handled promptly and accurately. The ideal candidate is organized, detail-oriented, proactive, and capable of working in a fast-paced environment.

Key Responsibilities:

Documentation & Permits

• Update permit books with the most current documents.
• Make copies of required documents for permit books.
• Scan and upload IFTA stickers to McLeod.
• Order NY HUT stickers upon request.

Key management

• Make copies of master keys as needed.
• Tag incoming keys for proper tracking.

Work Orders & Equipment Tracking

• Create and maintain a list of jobs to be completed on work orders in TMT.
• Maintain and update equipment records in Fleetrock and McLeod.

Driver & Vehicle Coordination

• Check and update driver ETAs for yard arrival.
• Prepare inspection sheets for class sessions.
• Email trip packs that have been returned.
• Communicate how many trip packs are distributed.
• Greet and assist drivers at the service window.
• Collect returned tablets and EFS cards from drivers.
• Manage the distribution and collection of EFS cards.

Vendor & Travel Coordination

• Arrange hotel accommodations and Uber rides for drivers as needed.
• Coordinate with vendors for service or repairs.

Communication & Systems

• Monitor, manage, and respond to messages in the Chicago Shop email inbox.
• Share Samsara live data as required.
• Answer incoming calls to the shop and address inquiries in a professional manner.

Back up

• Monitor mechanics’ estimated times (ETCs) for repairs or maintenance.
• Generate work orders for inbounded trucks.
• Create invoices for drivers related to parts or services provided.
• Coordinate with the parts department to ensure tarps are available as needed.
• Update McLeod with truck and trailer assignments.

Other Duties

• Perform other administrative and operational duties as assigned by the Shop Manager.

Qualifications:

• High school diploma or equivalent (required); associate degree or relevant coursework (preferred).
• Strong organizational and multitasking skills.
• Proficient in Microsoft Office and shop-related software such as Fleetrock, Samsara and McLeod.
• Effective verbal and written communication skills.
• Ability to work independently and prioritize tasks.
• Professional demeanor with excellent customer service skills.

Requirements:

Skills and Qualifications

High school diploma or equivalent;

Strong organizational and multitasking skills.

Strong attention to detail and commitment to safety.

Ability to work collaboratively in a team environment.

Excellent communication skills, both written and verbal.

Basic Computer skills

Previous experience in the trucking or automotive industry is a plus.