Office Coordinator/Receptionist

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Job description

Based in Cleveland, Ohio, Bessemer Management Company has 85+ years of experience in the flatbed, intermodal, and over-dimensional trucking industries, as well as equipment leasing and third-party logistics management. Our family of companies is primarily comprised of a network of 2,400 trucks spread across two flatbed trucking companies (Kaplan Trucking and Eastern Express), two intermodal trucking companies (Horizon Freight System and TRX) and one heavy-haul/over-dimensional trucking company (DD&S Express).

We're growing and seeking someone to fill the role of an office coordinator/receptionist/administrative assistant. If you believe in the impact a first impression can have and would describe yourself as a master multi-tasker, energetic, and someone who loves to work with and help others, we've love to talk to you - even if you've never been in this type of role before. We are more interested in finding the right people for our overall business and culture than matching an exact set of skills - so if you're looking for a change or something new to challenge you, let's talk!

Reception Desk Responsibilities:

• Answer/direct a high volume of calls
• Greet visitors/direct them within the building
• Mail sorting, sending, receiving, tracking, scheduling pickups for terminals
• Order and keep inventory of office supplies
• Coordinate vendors to service and maintain equipment within the building (copiers, coffee machine, etc.)
• Coordinate/assist with special orders: birthday cake and other employee events, catered meeting lunches, funeral flowers, etc.

Data Entry Responsibilities:

• Request, update, and track contractor/driver profiles
• Request, update, and track escort driver contracts
• Pull information from the CSA (national safety) website and enter into our data system
• Scan and index safety department documents into our company system
• Other data entry tasks as-needed to support other departments

Administrative & Communications/Marketing Support Responsibilities:

• Track and report employee attendance
• Maintain/distribute employee/department contact lists for corporate office/terminals
• Mail Safety Manuals to new contractors/drivers
• Assist with proofreading/reviewing marketing materials, flyers, promotional pieces, etc.
• Provide other support for communications/marketing director and all departments

A Little More About Who We Are:

• We are only as good as how well we take care of our owner-operators (truck drivers). We are 100% owner-operator, meaning our drivers are 1099 contractors rather than company-employed truck drivers. Our operators are among the most experienced, professional, and hard-working people you'll meet and we take our commitment to them seriously because without them our business wouldn't exist.
• We're not perfect, but we do our best to take care of our employees. We value our employees' experience and knowledge - it's in large part due to their efforts that we've enjoyed the success we have for so many years.
• We remain true to our roots and are intentional about not sacrificing our culture simply for the sake of growth. Even though we are a large company, we think of ourselves like a "large mom and pop" operation that enjoys the benefits of a larger business. We are not "corporate" and never intend to be.
• We have a "roll up our sleeves" mentality. We work hard, but we do it together and make sure to find ways to still have fun and celebrate our successes and each other.
• We don't believe in standing still. We're always looking for ways to improve and evolve.
• Because we manage several different types of trucking, we are a stable, diversified business. And, unlike many trucking companies that are publicly-traded or owned by private equity, we are proud to be an independent company.
• We're in it for the long-term, which is why honesty, responsiveness, accuracy, and teamwork mean a lot to us. We don't chase short-term gain at the expense of our long-term business.
• Most of us work out of our beautiful, still very much brand new-feeling Corporate Office building that we built and moved into in April 2018. We're located on the corner of Rockside and Canal in Valley View about 1.5 miles off of I-77, so we have convenient access to much of northeast Ohio.

You are our ideal candidate if you:

• Have at least a high school diploma or GED. We prefer a bachelor's degree but it isn't required.
• Enjoy helping others. In our case, "others" includes co-workers, your supervisor, customers, terminals/agents, and owner-operators (truck drivers).
• Take pride in and ownership of your work. You're willing to "roll up your sleeves" to get the job done and would say you have a strong work ethic.
• Are a self-driven, self-starter who isn't afraid of working in a fast-paced, rapidly-evolving environment.
• Are a strong communicator, whether in-person, on the phone, or using email. You understand the importance of recognizing tone on phone calls/in email and how to appropriately respond, especially in situations where cultural/international differences are prevalent.
• Value follow-up and believe it's important to make sure that everyone around you has the information they need so nothing "falls through the cracks."
• Enjoy learning and/or would describe yourself as a "lifelong learner." You're curious to learn about other departments and business functions beyond what you do on a daily basis to help you "connect the dots" in your role.
• Ask questions when you don't fully understand something or need help.
• Can manage priorities based on direction and guidance from your supervisor. When priorities shift or an emergent situation arises, you can exhibit "grace under pressure."
• Are able to handle conflict resolution/de-escalation of difficult situations with the backing of your supervisor.
• Would describe yourself as organized (or more organized) than most other people you know.
• Can multi-task without losing track of details.
• Can manage deadlines that involve repetitive or redundant tasks (for example, data entry).
• Have the ability to instruct/teach/walk others through step-by-step processes.
• Can work both alongside a team and independently.
• Have a knack for problem-solving and creative thinking. You enjoy and are good at brainstorming with your co-workers to come up with "outside the box," ethical, and professional solutions to problems and win-win compromises.
• Generally have a positive attitude and friendly demeanor that allows you to cultivate professional working relationships with those around you.
• You have at least a basic understanding of Microsoft Word, Excel, and Outlook.

If what's described above sounds like you, we are even more interested in talking to you if:

• You can speak Spanish or other languages in addition to English.
• You have previous trucking experience in safety and/or operations.