Office Manager

GTNova Freight & Logistics is a customer-focused shipping and logistics company committed to delivering reliable, efficient, and innovative freight solutions. We pride ourselves on providing exceptional service while building strong relationships with our clients, carriers, and partners.

We are currently seeking an experienced and highly organized Office Manager to oversee the daily administrative and operational functions of our office and support the efficient movement of freight across our network.

Reporting to the Directors, the Freight and Logistics Office Manager will be responsible for managing office operations, supporting logistics coordination, maintaining customer and carrier relationships, overseeing administrative processes, and ensuring efficient workflow across the organization. This role requires strong organizational, communication, and problem-solving skills in a fast-paced logistics environment.

Education

• Diploma or Degree in Business Administration, Office Administration, Logistics, Supply Chain Management, Transportation Management, or a related field.

• Additional certifications in Office Management, Project Management, Human Resources, or Logistics Administration are considered an asset.

• Formal training and experience using QuickBooks.

Experience

• Minimum of 3–5 years of progressive experience in office administration, office management, or business operations.

• Minimum of 2–3 years of experience in the freight, logistics, transportation, supply chain, or related industry preferred.

• Experience managing administrative processes, documentation, and office systems in a fast-paced environment.

• Demonstrated experience coordinating multiple priorities while maintaining accuracy and attention to detail.

• Experience supervising or providing guidance to administrative staff is an asset.

• Experience with invoicing, billing, accounts receivable/payable, and financial record-keeping preferred.

• Knowledge of freight documentation, Bills of Lading (BOLs), shipping records, customs documentation, and transportation operations is desirable.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Strong understanding of office administration practices and records management.

Skills

Financial & Administrative

• Experience managing invoices, budgets, expense tracking, and financial documentation.

• Ability to prepare reports and maintain accurate administrative records.

Communication

• Excellent verbal and written communication skills.

• Ability to communicate professionally with customers, carriers, vendors, and employees.

• Strong interpersonal skills with the ability to build and maintain positive working relationships.

Decision-Making and Problem-Solving

• Strong analytical and critical-thinking skills.

• Ability to identify operational challenges and implement practical solutions.

• Sound judgment and decision-making abilities in a fast-paced environment.

Nice to have personal attributes

• Professional, dependable, and highly motivated.

• Ability to work independently with minimal supervision.

• Adaptable and flexible in responding to changing priorities.

• Strong work ethic and commitment to continuous improvement.

• Positive attitude with a collaborative team-oriented approach.

Key Duties and Responsibilities

Office Management

• Manage and coordinate the office's day-to-day administrative operations.

• Develop and implement office procedures and best practices.

• Maintain company records, contracts, and documentation.

• Coordinate office supplies, equipment, and vendor relationships.

• Ensure compliance with company policies and procedures.

Logistics Coordination

• Support freight scheduling, dispatching, and shipment tracking.

• Monitor freight movement and proactively address operational issues.

• Liaise with carriers, drivers, customers, and vendors.

• Assist in coordinating domestic and international shipments.

• Ensure shipping documentation is accurate and complete.

Customer Service

• Serve as a primary point of contact for customer inquiries.

• Resolve service issues and maintain positive client relationships.

• Provide shipment updates and support customer needs.

Financial and Administrative Support

• Process invoices, billing, and payment records.

• Monitor accounts receivable and accounts payable.

• Prepare operational and financial reports.

• Assist with budgeting and cost-control initiatives.

• Maintain accurate data within transportation management systems.

Team Leadership

• Provide guidance and support to administrative and logistics staff.

• Assist with onboarding and training of employees.

• Monitor staff performance and productivity.

• Foster a positive and collaborative workplace culture.