Administrative Specialist- Shipping Support

Job Summary:


The Administrative Specialist provides day-to-day clerical and administrative support to operations. This position is responsible for maintaining accurate shipping documentation, processing shipment information, coordinating routine shipping activities, and assisting with communication between internal departments, carriers, and customers.



This role is administrative-heavy and requires strong attention to detail , organization, data entry, and recordkeeping skills. The Administrative Specialist works closely with other internal teams to help ensure shipments are processed accurately and on time.


Key Responsibilities:

Day to Day:

• Perform general data entry and clerical duties related to shipping operations.
• Maintain accurate files, reports, spreadsheets.
• Assist with preparing routine shipping reports.
• Review documentation for missing or incorrect information and follow up as needed.
• Support department organization and record retention requirements.
• Perform other administrative and shipping support duties as assigned.

Transportation Management:

• Coordinate and manage transportation activities to ensure timely delivery of goods.
• Monitor and evaluate transportation performance, addressing any issues related to delivery times, costs, or service quality.

Supplier and Customer Coordination:

• Liaise with suppliers and customers to ensure smooth logistics operations and resolve any issues.
• Develop and maintain strong relationships with key stakeholders to enhance collaboration and communication.
• Monitor supplier performance and address any logistics-related issues.

Qualifications:

• Experience: Minimum of 2-5 years Admin experience, with 1-2 years of exposure to shipping preferred

Skills:

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)
• Phone etiquette
• Customer Service
• Strong organizational and time management abilities.
• Excellent analytical and problem-solving skills.
• Effective communication and interpersonal skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.

Key Competencies:

• Analytical Thinking: Ability to analyze data and make informed decisions.
• Attention to Detail
• Collaboration: Ability to work effectively with cross-functional teams and build strong relationships with suppliers and customers.
• Adaptability: Flexible and able to adapt to changing logistics demands and priorities.

Working Conditions:

• Typical office environment with regular visits to warehouse.
• Possible need for overtime during peak logistics periods or project deadlines.
• Manufacturing facility.

Salary and Benefits:

• Competitive salary based on experience and qualifications.
• Comprehensive benefits package, including health insurance, retirement plan, paid holidays and paid time off plans.