Logistics Services Administrative Assistant

Logistics Services Administrative Assistant

Responsible for providing exceptional customer service to all clients, potential clients and team members while ensuring proper planning, ground logistics, and execution of all meetings and events booked with Hermes Worldwide while utilizing selling techniques to ensure we capture all bookings now and future while maximizing revenue. This role requires an administrative professional with a solid background in logistics, supply chain management, or fleet dispatching who can independently oversee operations and take on logistics management for small groups.

The Logistics Services Administrative Assistant key responsibilities include:

• Provide exceptional customer service to assigned accounts, groups, and events.
• Ensure meticulous planning, coordination, and flawless execution of transportation for all assigned events.
• Provide accurate quotes for events and convert them into reservations in the system.
• Maximize revenue through effective sales techniques, securing bookings promptly, and fostering client satisfaction that drives referrals and repeat business.

Benefits for our next Logistics Services Administrative Assistant:

• Competitive salary range: $48,000 to $65,000 (paid hourly with the opportunity for overtime)
• Quarterly commissions based on revenue generated
• 401(k) with year-end profit-sharing
• Up to 2 weeks of paid vacation time
• Comprehensive benefits package including health, dental, vision, life insurance, short-term disability, critical illness, and accident
• LegalShield
• Corporate Impact Home-buying assistance
• Opportunity to work from home one day per week
• "Bring your Dog to Work" days
• Supportive team environment with a focus on collaboration and assistance.
• Professional work environment and fun company-branded gear
• Opportunities for advancement within the organization.

Essential functions:

1. Has a positive attitude and provides courteous, friendly service to internal and external clients, by responding promptly and efficiently to inquiries, requests and complaints.

2. First point of contact on Events phone line and email inbox. Utilize selling techniques and listening skills to generate and capture all inquiries; look for additional revenue opportunities by asking for future event bookings. Attempts to persuade customers to reconsider cancellations.

3. Independently manage, coordinate, and execute logistics for small group bookings and events, serving as the primary point of contact for client manifests, itinerary routing, and operational updates.

4. Assists the Logistics team with administrative tasks including, but not limited to, securing parking meters, signage, travel arrangements, ordering meals and beverages per client request.

5. Assists with proposals and contracts process including, but not limited to, obtaining affiliate/partner rates, entering manifests, and creating contracts with proposal tools utilizing quotes from coordinators.

6. Monitor Credit Card Authorizations.

7. Manage lead log and assign new leads to coordinators equitably.

8. Create new accounts in the appropriate systems.

9. Perform audits including, but not limited to, Group calendar, CDFs, and company CRM.

10. Participate in weekly internal group meetings.

11. Provide basic office computer/tech support; work with tech vendors to resolve issues.

12. Provide a company "presence" at off-site venues, including weekly rotations at the Gaylord Resort.

13. Assist with group requests and duties when team members are on vacation.

14. Protect company assets and confidential information in accordance with company policies and procedures. Including, but not limited to, client, credit card, team member and proprietary company information.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Competencies:

1. Strong background in logistics, ground transportation, or supply chain operations encouraged.

2. Ability to take on and manage small group accounts, manifests, and logistics scheduling independently.

3. Excellent oral and written communication skills.

4. Customer service and teamwork focused.

5. Acts independently and resourceful in problem solving.

6. Strong time management skills and the ability to multi-task.

7. Strong technical capacity. Physical demands:

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job.

While performing the duties of this job, the team member is regularly required to communicate verbally. The team member frequently is required to stand, walk and sit for extended periods of time. The employee may need to bend or stretch, and lift and carry up to 50 pounds.

Position type / expected hours of work:

This is a full-time position, generally working 38-40 hours per week. Hours available are based on the business needs. Evening and weekends required based on event and meeting schedules.

Travel:

This position requires travel in and around the Denver area to perform airport greets and attend meetings and events.

Required education and experience:

1. High school diploma or higher, continuing education preferred.

2. A solid background or educational emphasis in logistics, fleet operations, or supply chain management is strongly encouraged.

3. Entry-level with a degree in a related field or two plus years' experience in logistics coordination, event planning, sales and customer service skills.

4. Experience managing small groups or project coordination preferred.

5. Proficient in Microsoft Office & Google G-Suite Productivity Apps

EEO statement:

Hermes Worldwide provides equal employment opportunities (EEO) to all team member and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Hermes Worldwide complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Hermes Worldwide expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Hermes Worldwide employees to perform their job duties may result in discipline up to and including discharge.

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