Administrative Assistant

Responsibilities

The Administrative Assistant will provide comprehensive office support, including managing fleet records, coordinating with drivers, and assisting with billing and quoting. They are responsible for maintaining compliance with DOT, OSHA, and FMCSA regulations while ensuring professional communication across internal departments.

Requirements

Candidates must have a high school diploma or equivalent, with an associate or bachelor's degree considered a plus. At least three years of administrative experience is preferred, along with proficiency in Microsoft Office and a valid driver's license.

Skills

• Administrative support
• Fleet coordination
• Record keeping
• Customer service
• Billing
• Quoting
• Data entry
• Microsoft Office
• Communication
• Organizational skills
• Attention to detail
• Time management
• DOT compliance
• OSHA compliance
• FMCSA compliance
• Problem solving

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Short-term disability coverage
• Long-term disability coverage
• 401(k) retirement plan
• Company match
• Bonus opportunities

About this role

Etna Supply is seeking an organized, detail-oriented Administrative Assistant to support Inter-Commerce Express (ICE), part of the Etna Supply family of businesses. In this role, you’ll provide administrative support and assist with fleet coordination, maintain accurate records, respond to department needs, and coordinate communication between drivers, HR, and internal teams.

This opportunity is ideal for someone who enjoys a fast-paced work environment, takes pride in following through, and brings a helpful, dependable approach to supporting the team.

Who are we:

For more than 60 years, Etna Supply and its growing family of businesses have built a reputation for dependable service and strong partnerships. Etna Supply and its subsidiaries bring together wholesale distribution and transportation expertise to serve customers across a variety of industries. Established in 1993 and headquartered in Grand Rapids, Michigan, Inter-Commerce Express (ICE) provides trucking and transportation services across 48 states. Together, we’re committed to teamwork, continuous improvement, and treating people with fairness, integrity, and respect.

What We Offer:

* Competitive compensation, including bonus opportunities.
* Medical, dental, vision, and life insurance.
* Short-term and long-term disability coverage.
* 401(k) retirement plan with company match.
* Work-life balance with rare evenings or Saturdays and no Sunday hours.
* The stability of an established company with more than 60 years of growth and success.
* A fast-paced work environment with varied responsibilities and minimal travel.

Key Responsibilities:

* Provide positive customer experience through professional communication, timely responses, and dependable follow-up.
* Answer department calls and assist with billing and quoting.
* Administer the company fuel card program and coordinate internal use of fleet vehicles.
* Maintain accurate records for vehicle inspections, maintenance, licensing, insurance, and applicable DOT, OSHA, and FMCSA requirements.
* Assist with vehicle claims, incident documentation, and follow-up.
* Help develop and maintain standard operating procedures and fleet policies.
* Coordinate with ICE drivers and HR to support time-off tracking and related communication.
* Provide general office support, including ordering supplies, scanning, filing, data entry, and preparing correspondence.
* Assist with reports, special projects, and other departmental needs.

Knowledge, Skills, and Abilities:

* Strong organizational skills, attention to detail, and commitment to accuracy.
* Ability to manage competing priorities and follow through on tasks in a fast-paced office.
* Clear, professional communication and strong customer service skills.
* Proficiency with Microsoft Office and standard office equipment.
* Ability to work collaboratively with drivers, internal departments, and other business partners.
* Familiarity with fleet management systems is a plus.

Education and Experience:

* High school diploma or equivalent required; associate or bachelor’s degree is a plus.
* 3+ of administrative experience preferred.
* Experience with fleet coordination or familiarity with Department of Transportation (DOT) requirements is a plus.
* Valid driver’s license and ability to pass a substance screening required.

Etna Supply is an Equal Employment Opportunity Employer.