Entry Level Administrative Assistant - Logistics

Summary
The Export Coordinator position carries out all customer service activities such as data entry, billing, responding to inquiries, processing orders, and handling complaints in a prompt, courteous, and effective manner. This position ensures smooth delivery and a high level of customer service.

Essential Duties and Responsibilities
Duties include, but are not limited to, the following. Other duties may be assigned:

• Coordinate shipments with the exporter/customer
• Data entry including data to US Customs and other government agencies
• Truck/Drayage arrangements with vendors
• Arrangements with Warehouse department for receiving & shipping
• Verify ocean bills of lading, various export documents, and AES filing using Export systems
• Ensure the accuracy of all documents
• Approve vendor invoices and process for payment
• Generate invoices to customers
• Maintain minor operations of Export accounts
• Audit and maintain files

Routine Duties and Responsibilities
Duties include, but are not limited to, the following. Other duties may be assigned:

• Position requires efficient time management skills to meet customer schedules and deadlines
• Position requires effective communication with all parties involved, including vessel companies, warehouse, trucking, branch offices, and customers
• Accomplishes all tasks as appropriately assigned or requested

Supervisory Responsibilities

• None

Supervision Received

• Position requires direct supervision from the Export Manager and/or Assistant Manager

People Contact

• Primary contacts will be with employees, accounting staff, customers, and vendors

Decision-Making

• Position requires some decision-making and problem-resolution skills on an administrative level

Qualifications

• Skills: Hardworking, detail-oriented, good organization, time management, people skills, communication, organizational, and computer skills

Education and/or Experience

• Minimum high school diploma required
• 2 to 4 years college education or equivalent work experience in warehousing, trucking, and/or freight forwarding preferred

Certificates, Licenses, Registrations

• None

Language Skills

• Position requires proficiency in written and spoken English to communicate with employees, management, clients, and vendors, and to complete and interpret reports

Mathematical Skills

• Basic arithmetic is required

Reasoning Ability

• Ability to solve and provide recommendations for practical problems is preferred
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
• Position requires the ability to apply common sense, work independently if needed, and make decisions regarding freight

Physical Demands

• Position requires daily sitting and typing at a workstation

Work Environment

• Position is primarily situated in an office environment; however, some time may be spent in a warehouse environment, in which appropriate footwear and attire are required