Administrative Assistant, Front Desk

Richmond, VA, USA|Onsite

Job Overview

Employment Type

Full-time

Hourly

Compensation

Hourly

Range $15.00 - $19.00

Work Schedule

Standard Hours

Benefits

Paid vacation

Sick Time

Holidays

401(k) Plan

Medical insurance

Dental Insurance

Vision Insurance

short-term disability

long-term disability

Life insurance

accidental death and dismemberment insurance

Job referral bonus program

Job Description

Estes Forwarding Worldwide (EFW) is a prominent domestic and international freight forwarder based in Richmond, Virginia. As a subsidiary of Estes Express Lines, EFW benefits from an extensive line haul network that provides a unique hybrid transportation network combining air, ground, and ocean freight. The company specializes in offering customized logistics and warehousing solutions tailored to a wide array of industries and clients globally. Notably, EFW has earned several industry awards, including Specialty Carrier of the Year and E-Commerce Delivery Carrier of the Year, along with recognition by Global Trade Americas as a leading third-party logistics provider to watch. This reputation underscores the company's commitment to excellence, innovation, and delivering outstanding service in the freight forwarding sector.

The Administrative Assistant, Front Desk position at EFW plays a vital role in supporting the daily operational efficiency of the company. This role requires a motivated and adaptable individual who can thrive in a dynamic environment and represent the company with professionalism and enthusiasm. The Administrative Assistant is responsible for managing front desk duties including handling incoming mail distribution, maintaining visitor logs, and ensuring security protocols are followed. Excellent customer service skills are essential as the role involves managing in-person and telephone interactions, directing calls, and performing various administrative tasks to support EFW personnel. Additionally, the position involves assisting with financial processes within Business Central, such as processing credit requests and preparing expense accounts for approval.

Further responsibilities include coordinating executive lunch orders, supporting sales with mailings, ordering office supplies, and ensuring adherence to company security procedures like C-TPAT and TSA guidelines. The role requires a high level of attention to detail, organizational skills, and the ability to manage multiple projects and priorities efficiently. EFW fosters a culture of continuous learning and career growth, offering employees an engaging and supportive work environment.

EFW is proud to provide highly competitive pay, with this position offering a wage in the range of $15.00 to $19.00 per hour. The company’s comprehensive benefits package includes paid vacation, sick leave and holidays, a 401(k) plan with company match, medical, dental and vision insurance, short- and long-term disability plans, life and accidental death and dismemberment insurance, and a job referral bonus program. This role has no direct reports and functions under supervision, making it an ideal position for candidates seeking professional development in a reputable logistics company that values diversity, equity, and inclusion. EFW is an equal opportunity employer committed to a diverse workforce and compliance with all applicable laws concerning employment discrimination and accommodations.

Job Requirements

Must be eligible to work in the United States
Must pass pre-employment drug screen and background check
Must comply with company security procedures
Minimum of a High School Diploma or equivalent
0-2 years clerical experience
Ability to work with little supervision
Ability to handle multiple tasks simultaneously
Strong computer skills including Microsoft Office products
Good communication skills
Ability to maintain confidentiality
Must have regular attendance
No travel required

Job Qualifications

Minimum of a High School Diploma or equivalent
0-2 years of clerical experience
Experience in Freight Forwarding or Transportation industry desired
Intermediate proficiency in Microsoft Office including Excel and Word
Basic skills in PowerPoint and Access
Excellent spelling, grammar, and written and oral communication skills
Ability to plan, organize, and manage multiple projects and priorities
Strong interpersonal skills and ability to work well with all levels of staff and management
Ability to create and manipulate spreadsheets
Good judgment and problem-solving skills
Self-starter with ability to work independently
Ability to read and interpret general business documents
Ability to write routine reports and correspondence

Job Duties

Process and distribute incoming mail to the appropriate employees
Maintain front desk security and visitor log
Maintain excellent customer service in person and via telephone including directing and filtering calls as necessary
Perform various administrative duties in support of EFW personnel as required
Support and promote company core values
Learn to process requests for credit and approve in Business Central
Follow established procedures for setting up lines of credit
Prepare expense accounts for approval and submit them for payment
Order lunches for executive staff and manage food setup
Assist with UPS and USPS mailings handled by Sales Support
Assist sales as required
Order office supplies
Comply with company C-TPAT and TSA security procedures
Perform other duties as assigned