Records Assistant Jobs in Quebec (NOW HIRING)

CEVA Logistics is one of the leading logistics companies globally, with over 1,500 facilities in more than 170 countries offering a complete range of contract logistics, freight forwarding, transportation and distribution management services. It offers supply chain support, along with logistics consultation, industry specific customization, global level freight management and system implementation. 
At CEVA, we put people first and we strive for better ways in everything we do; our culture is embodied by Boldness, Imagination, Exemplary and Excellence. With these values at the core of our business, our workplace employs 110,000 diverse, cohesive team members who hold each other accountable and encourage each other to create a safe, and inclusive work environment.

YOUR ROLE

 Responsible for assigning routes to drivers and owneroperators, coordinating daily shipments based on customer requirements, and ensuring full compliance with all Provincial, Federal, and internal company regulations. Executes sameday dispatch activities, performs load planning, and prepares nextday routing to optimize operational efficiency and maintain service continuity. Monitors driver progress, resolves service issues, and adjusts dispatch plans in real time to protect ontime performance. Communicates proactively with drivers, customers, and internal teams, ensuring all system updates, documentation, and shipment records are accurate and complete.

WHAT ARE YOU GOING TO DO?

• Develop and maintain excellent customer service for internal and external customers.
• Plan and assign daily pickup and delivery routes to drivers and owneroperators to optimize vehicle utilization, minimize travel time, and support efficient delivery sequencing.
• Perform daily load planning to ensure freight is staged, loaded, and sequenced correctly for morning departures.
• Complete nextday dispatch planning, including route mapping, stop sequencing, driver allocation, and freight readiness checks.
• Organize and dispatch pickups and deliveries based on customer requests, deadlines, shipment priorities, and route efficiency.
• Communicate load details-including weight, dimensions, and any special handling requirements-to drivers with clear instructions.
• Maintain continuous communication with drivers to provide updates, relay changes, resolve issues, and ensure safety and compliance.
• Monitor driver progress using GPS and tracking tools, making realtime adjustments for delays, traffic issues, cancellations, or equipment problems.
• Prioritize timesensitive, rush, and sameday shipments to ensure service-level expectations are met.
• Coordinate with warehouse/dock teams to confirm freight readiness, loading requirements, and staging priorities.
• Work closely with Customer Service to support accurate scheduling, appointment requests, and customer-specific needs.
• Support issue resolution when delivery delays or customer challenges arise by rerouting drivers or reassigning deliveries when required.
• Ensure all dispatch activities comply with Provincial and Federal regulations and company policies.
• Maintain shipment information under Customs control documents and ensure timely submission of required paperwork to Import personnel.
• Enter, update, and verify shipment and dispatch data in the Transportation Management System (TMS) and related databases.
• Ensure accuracy of shipment documentation including bills of lading (BOLs), delivery notes, and proofofdelivery records.
• Assist with verification of shipment labeling, freight condition, and cargo counts as needed.
• Maintain accurate records of routes, loads, driver assignments, and delivery outcomes.
• Model and uphold the organization's guiding principles and core values in all communication and decision-making.
• Perform other related duties as assigned.

WHAT ARE WE LOOKING FOR?   

• Understanding of transportation operations (LTL/FTL, courier, P&D environment).
• Strong knowledge of local roads, traffic patterns, delivery constraints, and regional geography.
• Familiarity with Transportation Management Systems (TMS), dispatch/tracking systems, GPS tools, handheld devices, and routing software.
• Knowledge of safety practices, hoursofservice rules (where applicable), and local/Provincial/Federal transportation regulations.
• Ability to read and comprehend checklists, forms, shipment documents, and related operational paperwork.
• Knowledge of local geographic market (minimum requirement).
• Strong communication skills with the ability to interact professionally with drivers, customers, and internal teams.
• Excellent multitasking ability and comfort managing high call volume in a fastpaced dispatch environment.
• Solid problemsolving and decisionmaking skills, including quick judgment during operational exceptions.
• Computer proficiency, including Microsoft Office, dispatch systems, webbased tools, and mapping applications.
• Accurate typing and dataentry skills with strong attention to detail.
• Basic math proficiency (addition, subtraction, multiplication, division).
• Ability to balance teamwork with independent responsibility.
• Customerservice orientation with prompt, professional response to inquiries.
• Must be able to read, write, and speak English fluently.
• Work effectively under time pressure with competing priorities.
• Maintain composure during highvolume or highdensity dispatch periods.
• Adjust quickly to changing operational needs, delays, or unexpected events.
• Communicate clearly and confidently with drivers and customers in real time.
• Identify and resolve issues quickly and effectively to minimize service disruptions.
• Manage multiple drivers, routes, and priorities simultaneously.
• Demonstrate strong attention to detail with reliable situational awareness (vision/depth perception).
• Follow established processes, safety guidelines, and regulatory requirements.

Education:

• • High School Diploma or GED.
  • Knowledge of the local geographic market.
  • 1-3 years of dispatch or transportation operations experience (P&D, courier, LTL preferred).
  • Strong communication, problem-solving, and multitasking skills.
  • Knowledge of regional geography and routing principles.
  • Proficiency with dispatch systems, TMS platforms, and basic computer applications.
  • Ability to work calmly and efficiently in a highvolume, timesensitive environment.

Preferred:

• Minimum two years industry experience. 

At CEVA we are committed to creating a safe and healthy work environment.
We offer: 

• A Competitive Compensation PackageComprehensive Health & Dental Benefits
• Professional Development Opportunities
• Continuing Education

 
CEVA is an equal opportunity employer who agrees not to discriminate against any employee or job applicant and is committed to a diverse and inclusive workforce. Accommodations are available upon request for candidates with disabilities taking part in all aspects of the selection process.
We thank all candidates for applying, however, only successful candidates will be contacted for an interview.