Administrative Coordinator

Administrative Coordinator

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.

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.