Administrative & Operations Coordinator

Job Description

Job Description

ABOUT THE POSITION

HA Logistics is seeking a highly organized, dependable, and customer-focused Administrative & Operations Coordinator to support our VP of Operations and VP of Sales in a busy, relationship-driven freight logistics office.

You’ll be central to daily customer communication, time-sensitive quote coordination, office administration, and operational follow-through. This is a hands-on role for someone who likes solving problems, answering the phone, keeping priorities organized, and making sure no customer request falls through the cracks.

Prior transportation experience is welcome but not required. We will train the right person who brings strong administrative, dispatch, scheduling, office operations, or customer service skills.

WHAT YOU’LL DO
• Answer and respond promptly and professionally to customer calls, emails, requests, and service questions.
• Directly support the VP of Operations and VP of Sales with daily priorities, scheduling, correspondence, reports, meetings, and projects.
• Coordinate truckload (TL/FTL) and less-than-truckload (LTL) quote requests, targeting 30-minute turnaround for standard quotes with complete shipment information; identify missing details and escalate complex requests promptly.
• Track open quotes, pending customer decisions, follow-ups, shipment service issues, and outstanding tasks to closure.
• Maintain accurate CRM/customer account information, spreadsheets, quote logs, shipment documentation, reports, and invoices.
• Communicate with customers, shippers, receivers, carriers, and colleagues clearly and courteously.
• Support office procedures, recordkeeping, workflow improvements, and operational administration.
• Proactively flag urgent needs, potential service problems, or unanswered customer requests.

WHAT SUCCESS LOOKS LIKE
• Customers receive timely acknowledgment, reliable updates, and proactive follow-through.
• Urgent work is prioritized without sacrificing accuracy.
• Open items are tracked, escalated when necessary, and closed without repeated reminders.
• Leadership can rely on you to take ownership of routine office and customer coordination.
• You stay professional and solutions-oriented under pressure, accept feedback, and correct mistakes quickly.

QUALIFICATIONS
• 2+ years of related experience in administrative support, office management/coordination, executive support, dispatch, scheduling, or customer service preferred.
• Strong communication, professional phone etiquette, organization, and attention to detail.
• Comfortable managing several time-sensitive priorities and working independently.
• Working knowledge of Microsoft Outlook, Excel, and Word.
• Familiarity with customer databases, CRM systems, scheduling or dispatch software is helpful.
• Freight brokerage, transportation, supply chain, truckload/LTL, or TMS experience is a plus, not a prerequisite.
• Ability to work full-time on-site in Bartonville, Texas.

WHY HA LOGISTICS

HA Logistics Worldwide is part of the MODE Global network and provides truckload, LTL, and specialized transportation solutions. Our office is small, fast-moving, and highly focused on long-term customer relationships. You’ll work directly with experienced leaders, learn the logistics business, and have a meaningful impact on customer experience and daily operations.

Company Description

WHY HA LOGISTICS\n\nHA Logistics Worldwide is part of the MODE Global network and provides truckload, LTL, and specialized transportation solutions. Our office is small, fast-moving, and highly focused on long-term customer relationships. You’ll work directly with experienced leaders, learn the logistics business, and have a meaningful impact on customer experience and daily operations.