Administrative Assistant

Cayman Trucking Services and D'Signs Quality Signage are seeking a highly organized, motivated, and customer-focused Administrative Assistant to support the daily operations of both companies. This position is fast-paced and deadline-driven. The successful candidate must be able to manage multiple priorities, communicate effectively with customers and staff, and support operations that may require early mornings, late evenings, weekends, or holiday availability when necessary to meet project and delivery deadlines.

Responsibilities

• Assist management with dispatch coordination and daily trucking operations
• Communicate with drivers regarding schedules, routes, deliveries, and collections
• Monitor delivery schedules to ensure jobs are completed efficiently and on time
• Coordinate with customers regarding delivery times and service updates
• Ensure customer satisfaction by following up after completed jobs and resolving service concerns professionally
• Keep accurate dispatch logs and delivery records
• Assist with organizing trucking schedules, driver assignments, and equipment availability
• Coordinate urgent or last-minute deliveries when required
• Assist with tracking ongoing jobs and communicating updates to management
• Help ensure all paperwork, invoices, and delivery documents are completed accurately
• Support management in maintaining efficient day-to-day logistics operations
• Assist with preparing quotations and pricing based on trucking requirements, equipment types, load classifications, and operational needs
• Coordinate installation schedules and printing timelines
• Conduct onsite visits for measurements and project assessments as required
• Maintain accurate project files, measurements, and customer information
• Assist with ordering and collecting materials for projects
• Coordinate with installers and production staff to ensure projects remain on schedule
• Follow up with customers throughout project progress to ensure satisfaction
• Assist with organizing production schedules and installation priorities
• Prepare basic artwork layouts, production files, and customer revisions using Adobe Illustrator and Photoshop as required

Requirements

• Valid driver’s license required
• Must own and maintain reliable transportation
• Must be willing and able to travel for onsite visits, measurements, deliveries, collections, and operational support as needed
• Answer incoming phone calls and direct inquiries professionally
• Respond to emails and customer inquiries promptly
• Invoice customers accurately and in a timely manner
• Follow up on outstanding invoices and payments
• Maintain an organized, clean, and professional office and front-of-house environment
• Serve as the first point of contact for visiting customers and clients