Administrative Assistant - OS&D

JOB SUMMARY: The primary purpose of OS&D (Overages, Shortages & Damages) Administrative Assistant is to provide essential administrative support to the OS&D team, ensuring efficient handling of overages, shortages, damages, and temperature control issues. This role requires strong attention to detail, excellent communication skills, and the ability to work collaboratively with drivers, customers, shippers/receivers, and internal teams. The Administrative Assistant also supports reporting, documentation, and administrative tasks critical to efficient claims handling and loss prevention.  

JOB DESCRIPTION:  

Key Responsibilities  

• Review and analyze bills of lading and driver reports to identify discrepancies. 

• Communicate with drivers, customers, shippers, and internal teams to gather and verify necessary information. 

• Maintain thorough and up-to-date OS&D logs, claim files, and internal documentation. 

• Draft and distribute internal claims alerts at the direction of the Claims Manager. 

• Prepare and distribute weekly OS&D and claims reports for management review. 

• Prepare check requests at the direction of the Claims Manager, ensuring accuracy and appropriate documentation. 

• Ensure compliance with both internal policies and customer-specific OS&D procedures. 

• Collaborate with the Claims, Dispatch, Customer Service, and Safety teams to identify trends and support process improvement initiatives. 

• Provide administrative and investigative support for formal cargo claims and loss recovery efforts. 

• Occasionally communicate with insurance agents to gather data as directed. 

QUALIFICATIONS:  

Minimum Qualifications 

• High school diploma or equivalent required 

• Must exhibit advanced use of MS Office (Outlook, Excel, Word). 

• Extremely organized and communicative. 

• Technically savvy and knowledgeable in using internet-based platforms. 

• Ability to perform in a fast-paced environment with rapidly changing priorities. 

• High degree of initiative and independent execution. 

• Integrity and dependability. 

Preferred Qualifications 

• 1–3 years of experience in transportation, freight claims, or logistics support preferred. 

• Experience with refrigerated freight or time-sensitive cargo. 

• Associate or bachelor’s degree preferred  

• General familiarity of accounting principles, practices, and procedures 

• AS400 experience a plus 

SKILLS AND ABILITIES:  

• MS365 

• Excel 

• Report running 

• Organization 

• Detail oriented 

• Strong communication  

• General accounting knowledge 

PHYSICAL DEMANDS:  

• Prolonged periods sitting at a desk and working on a computer 

• Regular use of hand and finger dexterity 

Work Experience: 

• 2+ years of corporate work experience