Terminal Administrator
Location: Acheson, Alberta
Company: OCTS
Job Type: Full-time
Wage: $22.00–$25.00 per hour
Reports to: Terminal Manager
Company Overview
Overland Container Transportation Services (OCTS) has proudly served Western Canada since 1989, when it was founded with a clear vision: to provide Alberta with safe, reliable, and customer-focused container transportation.
Today, OCTS provides a comprehensive range of intermodal services, including container drayage, repair, storage, warehousing, and transloading. We operate from Canadian National and CPKC terminals in Calgary and Edmonton, serving customers throughout Alberta and Western Canada.
At OCTS, we hire for passion, integrity, and experience. Our team is committed to delivering world-class service, and we are looking for talented individuals who are ready to grow with us.
Position Overview
The Terminal Administrator provides administrative and operational support for the day-to-day activities of the Acheson terminal.
This position is responsible for maintaining accurate terminal records, processing operational documentation, updating internal systems, supporting billing requirements, assisting drivers and customers, and providing general administrative support to terminal leadership.
The Terminal Administrator works closely with the Terminal Manager, Operators, Drivers, Fleet and Dispatch, Finance, Customer Service, and other internal departments to ensure documentation is accurate, information is communicated effectively, and terminal operations are supported efficiently.
This is primarily an office-based position within an active terminal environment. Occasional entry into the yard, warehouse, or other operational areas may be required to verify information or support terminal activities.
Key ResponsibilitiesTerminal Administration and Documentation
- Prepare, process, and maintain terminal documentation and operational records.
- Enter and update container, freight, inventory, storage, and equipment information in company systems.
- Process inbound and outbound terminal transactions accurately and efficiently.
- Verify container numbers, equipment details, customer instructions, and supporting documents.
- Ensure all operational paperwork is complete, accurate, organized, and submitted on time.
- Maintain electronic and physical filing systems.
- Investigate and correct documentation, inventory, and system discrepancies.
- Prepare and distribute daily, weekly, and monthly terminal reports.
- Provide general administrative support to the Terminal Manager and terminal leadership.
Billing and Revenue Support
- Maintain accurate records of terminal services performed for customer billing.
- Compile and validate documentation relating to storage, handling, labour, equipment use, repairs, and other billable services.
- Prepare complete operational billing packages for submission to the Finance team.
- Identify missing or incomplete billing information and follow up with the appropriate employees or departments.
- Assist with resolving documentation issues that could delay or affect customer invoicing.
- Help ensure all revenue-generating terminal activity is properly recorded and captured.
Operational Coordination
- Support the daily planning and coordination of terminal activities.
- Communicate operational priorities, customer instructions, schedule changes, and service requirements to the appropriate employees.
- Assist drivers, operators, customers, contractors, and internal departments with documentation and information requests.
- Monitor terminal activity and escalate delays, discrepancies, damages, shortages, or other concerns to terminal leadership.
- Coordinate information between Terminal Operations, Fleet and Dispatch, Finance, Customer Service, Sales, Maintenance, and other support departments.
- Assist with scheduling, attendance records, timekeeping, purchase orders, office supplies, and other administrative processes as assigned.
- Provide administrative support during periods of increased terminal activity.
Customer and Driver Support
- Respond professionally to driver, customer, and internal inquiries.
- Provide accurate information regarding terminal processes, documentation, container or freight status, and operational requirements.
- Ensure customer instructions and service requirements are clearly communicated to terminal personnel.
- Escalate customer concerns, service issues, or operational delays to the appropriate leader.
- Maintain a professional, helpful, and customer-focused approach in all communications.
Inventory and System Accuracy
- Maintain accurate container, freight, equipment, and inventory information in operational systems.
- Support inventory reconciliation and physical verification activities.
- Investigate discrepancies involving container locations, freight quantities, shortages, damages, or system records.
- Work with terminal personnel to correct inaccurate or incomplete information.
- Ensure terminal records remain current, reliable, and accessible.
Safety and Compliance Support
- Follow all OCTS safety policies, procedures, and operational standards.
- Complete required terminal, safety, and compliance documentation accurately.
- Report hazards, incidents, damages, and operational concerns promptly.
- Wear required personal protective equipment when entering operational areas.
- Support audits, inspections, corrective actions, and documentation requests as required.
- Maintain a clean, organized, and professional administrative work area.
Teamwork and Continuous Improvement
- Work collaboratively with terminal employees, drivers, leadership, and support departments.
- Adapt to changing priorities in a fast-paced operational environment.
- Participate in cross-training and continuous improvement initiatives.
- Identify opportunities to improve documentation, communication, billing accuracy, workflow, and administrative processes.
- Demonstrate reliability, accountability, professionalism, and a willingness to assist the team.
- Perform other related duties as assigned.
What Success Looks Like
- Terminal records and system information are accurate and current.
- Operational documentation is completed correctly and submitted on time.
- Billable terminal activity is properly documented and provided to Finance.
- Billing delays and customer invoice disputes are minimized.
- Drivers, customers, and internal employees receive timely and professional support.
- Information flows effectively between terminal operations and support departments.
- Documentation and inventory discrepancies are identified and resolved promptly.
- Terminal leadership receives reliable administrative and reporting support.
- Administrative processes contribute to safe, efficient, and customer-focused terminal operations.
Education and Experience
- High school diploma or equivalent required.
- Two or more years of experience in administration, transportation, logistics, warehousing, terminal operations, inventory control, customer service, or operational coordination preferred.
- Experience working in a transportation, industrial, warehouse, or terminal environment is considered an asset.
- Experience with operational databases, transportation systems, inventory systems, or billing documentation is preferred.
- Experience supporting invoicing, timekeeping, purchase orders, inventory, or operational reporting is considered an asset.
- Post-secondary education in business administration, logistics, supply chain, or a related field is considered an asset.
Skills and Qualifications
- Strong organizational and time-management skills.
- Strong attention to detail and commitment to accuracy.
- Ability to manage multiple priorities and meet deadlines.
- Strong written and verbal communication skills.
- Professional customer-service and interpersonal skills.
- Strong problem-solving, follow-up, and documentation abilities.
- Ability to work independently while contributing to a team environment.
- Proficiency with Microsoft Office, including Outlook, Word, and Excel.
- Ability to learn new operational software and administrative systems.
- Ability to handle confidential or sensitive business information appropriately.
- Comfortable working in a fast-paced and changing operational environment.
Requirements
- Valid driver’s licence and reliable transportation to the Acheson location.
- Comfortable working in an office located within an active terminal environment.
- Ability to occasionally enter yard, warehouse, and terminal operating areas while wearing required personal protective equipment.
- Ability to support operational requirements, including occasional overtime or schedule adjustments when required.
Pay: $22.00-$25.00 per hour
Application question(s):
- Do you have reliable transportation to and from our worksite in Acheson, Alberta?
- Are you comfortable with the advertised wage range of $22.00–$25.00 per hour, based on experience?
Work Location: In person
