Office Coordinator

About Ascent

Ascent Global Logistics, headquartered in Belleville, Michigan, is a leading global provider of expedited, time-critical logistics solutions and other direct transportation services. The company connects customers to its extensive carrier network, internal ground fleet and airline via its proprietary, digital PEAK freight marketplace, which provides robust carrier capacity and transparent pricing, backed by 24/7/365 logistics experts. Ascent’s offerings include air charter and ground expedited solutions as well as truckload, less-than-truckload, global forwarding, brokerage, and managed transportation services. The experienced Ascent team solves customers’ most challenging logistics needs by providing industry-leading service and top-tier satisfaction.

Our Guiding Principles

At the core of Ascent's culture is a strong commitment to excellence, driven by the passion and dedication of every team member. We're equally dedicated to going above and beyond for our customers, ensuring this commitment extends beyond our team and brings exceptional value to those we serve. We aim for perfect execution in everything we do and ‘play hard’ by creating an environment where tasks are performed with a can-do attitude from start to finish. We ‘play smart’ by delivering on our commitments in an honest, fair and ethical manner. We treat every person with whom we interface with the utmost dignity and respect. We understand that our teammates are our most valuable assets, so we ‘play together’ by making every effort to provide a professional and enjoyable experience, enabling careers to flourish and personal growth to be achieved.

What You’ll Do

As the Office Coordinator, you will work alongside our Facilities and Maintenance teams and report directly to the Facilities Manager. You will be responsible for responding to requests from the business and coordinating with various stakeholders. You will establish and maintain vendor relationships and work with contracts and payments while keeping detailed records. You will also report status updates on current projects and proactively escalate obstacles in meeting deadlines.

• Coordinate all required paperwork for vendor setup and purchases.

• Perform Due Diligence and strategic sourcing of goods and services.

• Support staff and respond to requests related to vendor setup, compliance issues and facility support.
• Dispatch vendor notices as needed to remind vendors of current responsibilities or inform of new requirements.
• Manage contract database by uploading new contracts, setting alerts and key language, and ensuring responsible parties are engaged in renegotiation process.
• Report back to the Director of Facilities regularly with status updates of vendors and projects in progress.
• Collect outstanding items by communicating daily with personnel and vendors.
• Obtain purchase orders and work with accounting with tracking to completion.
• Review and upload W9 tax classification information.
• Confirm ACH banking information and ensure high accuracy level on all vendor/ACH set up entries.
• Coordinate and disseminate credit check and reference information, if needed.
• Audit provider files (hard copy and/or electronic) to update and ensure compliance with procedures.
• Remove and archive obsolete provider information files (hard copy and/or electronic).
• Other duties as assigned by Facilities Manager and VP of Real Estate and Procurement.

What You’ll Bring

• High school diploma or general education degree (GED); Associates Degree or higher preferred.

• 3 years in related experience and/or training; or equivalent combination of education and experience.
• Strong computer skills in Microsoft Windows, Word, Outlook and Excel preferred.
• Motivation, attention to detail and organization.
• Solid communications skills – both verbal and written.
• Ability to think and react quickly with a sense of urgency to time-sensitive problem situations.
• Basic accounting knowledge.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of employees of organization.
• Strong conflict resolution skills, as well as working knowledge of premium transportation. 
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to remain calm during adverse conditions.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Ability to apply concepts of basic algebra and geometry.
• Comfortable working with and learning multiple software/internet-based platforms.

Primary Schedule

7am - 3pm

Ascent’s Competitive Benefits

• 401(k) and employer matching

• Life Insurance

• Health, Dental, Vision Insurance

• Short- & Long-Term Disability

• Paid Time Off (PTO)

• Employee Assistance Program

• Paid Parental Leave

• Employee Wellness Program

• Paid Holidays

• Employee Recognition Programs

• Flexible Spending Account (FSA)

• Tuition Reimbursement

• Health Savings Account (HSA)

• Overtime, Differential & Bonus Pay