Administrative Coordinator

Job Description

Job Description

Administrative Coordinator

Pittsburgh, PA

At Lange Fresh Sales, we are driven by integrity, dedication and ambition to finding supply chain solutions that work while continually aspiring to be better than yesterday. From the farm to your local market, our work matters, and we are committed to fostering a workplace where diversity, respect and adaptability are not just values but a way of life. We strive to create an environment that is welcoming and inclusive, offering every team member great opportunity for professional growth and development. Discover a future with us where your contributions truly make a difference.

Lange Fresh Sales is currently looking for an Administrative Coordinator to join our Team.

In this position, you will be responsible for managing a variety of administrative tasks and ensuring that general accounting duties are completed accurately and efficiently. You will work closely with the accounting team to support day-to-day financial operations while also handling essential office management functions. This position plays a key role in maintaining smooth operations across departments and will report directly to the VP of Sales.

This opportunity is available in the following location: Pittsburgh, PA

Responsibilities:

• Keep Account Managers informed on orders, printing and creating files and maintaining an organized system for each stage between booking and delivery.
• Responsible for coordinating all aspects of the full life cycle of a sales file with Account Managers.
• Direct contact with outside customers and vendors for a variety of information and documentation as needed for accurate handling and coordination of a sales file.
• Build and maintain a network of carriers and customers.
• Verify load details, including quantities, temperatures and handling any discrepancies as necessary.
• Track shipments and coordinate loading and delivery appointments.
• Process, approve, and complete invoice packets for customer submission.
• Efficiently address and resolve billing or payment inquiries.
• Assist with accounts payable by performing initial checks before payment approvals.
• Answer and direct phone calls and manage voicemails.
• Set up vendors and customers for electronic payments and invoicing.
• Maintain records of open files, including PACA and truck claims, with proper documentation.
• Ensure sales staff follow accurate accounting procedures and record-keeping.
• Use the Transportation Management System (TMS) to set up vendor payments.
• Manage and verify sale orders from start to finish as requested by the sales team.
• Review vendor bills and match them to corresponding orders.
• Conduct order entry including error checks and assist with invoice aging analysis.
• Manage and organize electronic file records, including bills of lading and invoices.
• Apply cash receipts to the general ledger and ensure timely documentation of delivered orders.
• Perform general office duties such as typing, filing, and handling confidential materials; and
• Perform other duties as assigned.

Basic Qualifications (Required Skills/Experience):

• High school diploma or equivalent.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.).
• Ability to excel in a fast-paced, dynamic work environment.
• Self-motivated individual who can work independently with minimal supervision.
• Strong attendance record and reliability.

Preferred Qualifications (Desired Skills/Experience):

• 1+ years of experience in office administration or a related role.
• Excellent communication, negotiation, and interpersonal skills, with a focus on professional interactions and respect.
• Demonstrated ability to effectively prioritize responsibilities and efficiently manage a fast-paced workload to meet deadlines.
• Excellent organizational and time-management skills.

Equal Opportunity Employer:

Lange Logistics, Inc. is an Equal Opportunity Employer. We make all employment decisions on the basis of ability and job-related qualification, without regard to race, religion, sex, color, national origin, age, disability, sexual orientation, military status, marital status, or any other classification