**Freight Company Seeks Logistics Assistant** **Main Responsibilities:** Support operational and administrative tasks within the Operations/Logistics department, ensuring orderly flow of information and documentation. Typical activities include: * **Trip Schedule Monitoring:** Perform **daily and weekly monitoring** of route and delivery scheduling. Prepare progress reports for weekly operations schedules, verifying that planned trips are executed on time and as scheduled. Report deviations or delays to the supervisor to implement corrective actions. * **Trip Settlement Control:** **Collect and review trip settlement documents** submitted by drivers upon completion of each trip. This involves gathering expense receipts (fuel, tolls, per diems, spare parts, etc.) and validating their compliance with company policies and advance payments issued. Verify invoices (CFDI), tickets, and delivery evidence, identifying and reporting any irregularities in reported expenses. * **Per Diem and Trip Expense Calculation:** **Calculate per diem payments** for drivers based on route and trip duration, as well as process reimbursements for additional trip-related expenses. Ensure each driver receives their per diems prior to departure and, upon return, conduct proper verification and settlement of funds issued. Prepare **trip expense summaries** and consolidated reports comparing actual vs. budgeted per diem usage. * **Documentation and Archiving:** **Maintain organized departmental documentation**. This includes creating and updating driver and vehicle files, archiving waybills, delivery evidence, manifests, permits, and preventive maintenance records. Digitize critical documents and ensure their safekeeping. Keep both physical and electronic archives up to date for easy access during audits or internal requests. * **General Operational Support:** Provide **administrative support** to the Operations Manager and Traffic Coordinators. For example: entering data into systems (service status, trip logs, fleet performance metrics, etc.), updating traffic control boards, issuing maintenance service orders for vehicles, preparing occasional official letters or permits, coordinating last-mile logistics with customers if requested, and generally serving as the liaison between drivers and the office for any needs (lost documents, issues en route, etc.). * **Continuous Process Improvement:** Participate in identifying opportunities to improve internal logistics processes. Propose enhancements to control forms, data reporting methods, or document organization to increase efficiency and reduce errors. Support implementation of new tools or software adopted by the Operations area for better activity control. **Skills and Competencies:** For this position, **organization, attention to detail, and communication ability** are highly valued. Key skills include: * **Organization and Multitasking:** Ability to simultaneously manage multiple administrative tasks without losing order (trip tracking, per diem calculation, driver support, document filing, etc.). Must be methodical and capable of maintaining **order in documents and records** at all times. * **Communication and Interpersonal Skills:** Ability to communicate effectively with operational staff (truck drivers, mechanics), administrative personnel, and internal customers. Must demonstrate a **positive service attitude** and courteous demeanor, as they will serve as the point of contact for drivers when submitting documents or resolving questions regarding settlements. Teamwork with other departments is essential. * **Attention to Detail and Integrity:** Rigorous in reviewing expense receipts and trip expense calculations; even a small error in a settlement may affect payments. Integrity when handling money (per diems, reimbursements) and valuable documents (e.g., invoices) reliably. * **Numerical and Analytical Skills:** Proficiency with numbers to calculate per diems, trip costs, basic fleet performance metrics, etc. Must understand operational reports and metrics (e.g., delivery compliance rate, expenses vs. budget) and assist in preparing such reports for management. Ability to detect data discrepancies (e.g., a fuel receipt inconsistent with the assigned route). * **Adaptability and Performance Under Pressure:** Logistics operations may involve unforeseen events; candidates who handle high-workload periods well (month-end closing, audits, peak season) without compromising accuracy are valued. Flexibility to adjust daily priorities according to urgency. **Required Knowledge:** * **Basic Logistics Processes:** General understanding of the logistics flow: vehicle dispatch, route tracking, deliveries and returns, warehouse management (though focus is on transportation). Understanding of terms such as waybill, manifest, delivery receipt, etc., and their importance. * **Per Diem and Expense Administration:** Familiarity with common per diem policies and travel expense management practices in transportation companies. Knowledge of reimbursable items (fuel, tolls, subsistence) and how they are substantiated. Ideally, basic knowledge of **managerial accounting**, to understand reconciliation of advances against verified expenses. * **Software and Office Applications:** Proficiency in **Microsoft Office (especially Excel)** for report creation, tables, and charts. Familiarity with Word (letters, official correspondence) and possibly PowerPoint for indicator presentations. Experience using any TMS (Transportation Management System) or logistics ERP software (e.g., SAP, Oracle, etc.) for data entry is an asset. * **Regulations and Safety:** Knowledge of basic traffic regulations and SCT (Secretaría de Comunicaciones y Transportes) rules applicable to operations (driver hours-of-service, weight and dimension limits, etc.) to understand operational context. Awareness of safety and hygiene standards for handling documents and valuables (e.g., avoiding exposure of confidential documentation). * **Regional Geography and Routes:** Familiarity with frequent routes, major highways, toll plazas, and key destinations in the southeastern region (Yucatán, Quintana Roo, Campeche) and nationally. This aids in validating reported travel times and anticipating expenses based on distances. **Experience and Education:** * **Work Experience:** **1–2 years of experience** recommended in similar roles such as Logistics Assistant, Traffic Assistant, Transportation Operations Assistant, or Administrative Assistant in related areas. For example, experience working with truck/bus fleets or in courier companies, delivery route coordination, etc., is beneficial. Candidates with less experience but strong willingness to learn may also apply if they demonstrate quick learning ability. * **Academic Qualifications:** Minimum requirement: **Completed High School Diploma**. Preferred: Additional studies—higher technical degree or incomplete/ongoing bachelor’s degree in Logistics, Business Administration, Commerce, or related fields. A **completed Bachelor’s Degree** (e.g., Logistics Engineering, Business Administration) is valued but not mandatory if practical experience is sufficient. * **Additional Training:** Short courses in logistics, supply chain, or transport administration are advantageous. Advanced Excel or logistics software proficiency is a verifiable plus. * **Availability:** **Full-time schedule**, with occasional availability to extend working hours if required by operations (month-end closing, assisting a delayed driver, etc.). Punctuality and daily commitment are required. Monday to Saturday, 9:00 AM–5:00 PM; Saturdays 9:00 AM–1:30 PM. Type of Position: Full-time Salary: $3,000.00 – $3,500.00 per week Work Location: On-site employment