Operations Administrator

The Operations Administrator supports the administrative functions within a fast‑paced multimodal transportation terminal, air/ocean branch, or contract logistics site. They ensure smooth daily operations by assisting with frontline managing incoming inquiries, performing accurate data entry, and supporting the flow of shipment documentation and operational information. They are a central point of contact for visitors, drivers, carriers, and internal teams, helping to maintain timely, efficient, and professional logistics processes. With a focus on organization, communication, and dependable service, the Operations Administrator contributes to the accuracy, responsiveness, and overall continuity of logistics operations.

Compensation $26.00 - $27.00 per hour

Schedule:  7 AM 3:30 PM

• Provide reception support by greeting visitors, drivers, and carriers, answering incoming calls, and routing them appropriately.
• Deliver high‑quality service by responding promptly and professionally to inquiries from internal teams, domestic customers, drivers, carriers, and logistics partners.
• Assist with shipment status updates, information requests, and handling basic documentation questions to ensure smooth freight flow.
• Perform accurate data entry related to shipments, appointments, operational records, and administrative logs, ensuring timely and precise updates across logistics systems.
• Assist with shipment‑related documentation, including reviewing paperwork for completeness and accuracy, supporting reweigh/dimension updates, and helping resolve discrepancies.
• Coordinate with operations and dispatch teams to support handoffs between administrative tasks and physical logistics activities, including confirming trailer information, seals, and other required documents when applicable.
• Maintain organized electronic and physical filing systems for operational, customer, and administrative documentation.
• Support scheduling activities, including appointment coordination, meeting arrangements, and customer/driver check‑ins.
• Prepare, format, and proofread operational documents, reports, and correspondence.
• Assist with mail processing, document scanning, data uploads, and general clerical duties such as copying, organizing, and distributing operational paperwork.
• Monitor office supply levels and place orders to ensure the terminal or site remains well‑stocked and able to operate efficiently.
• Help maintain a clean, organized, and professional office environment.
• Uphold confidentiality, accuracy, and professionalism in all communications and recordkeeping.
• Participate in training, meetings, and cross‑functional projects that support continuous improvement.
• All other duties as assigned to meet evolving business needs.

Qualifications

• Education: High School Diploma or GED equivalent required.
• Experience: Prior administrative, or logistics experience helpful but not required; training provided.
• Strong customer service orientation with the ability to communicate clearly, courteously, and professionally with a variety of internal and external stakeholders.
• Demonstrated ability to multitask in a fast‑paced environment while maintaining accuracy and attention to detail.
• Comfortable learning and using logistics systems, shipment tools, and database platforms; experience with AS400 and/or TMS/WMS platforms preferred, but not required.
• Strong written and verbal communication skills with the ability to explain basic shipment information and assist with routine customer inquiries.
• Ability to problem‑solve and assist with basic issue resolution related to shipment information, documentation discrepancies, or customer questions.
• Demonstrated discretion and confidentiality in handling and protecting sensitive information.
• Technical: Proficient with common office technologies, including Windows PCs, Microsoft O365 (Outlook, Word, Excel, PowerPoint, etc.) and web conferencing (Teams, Zoom, Webex, etc.)
• Environment: Comfort commuting to/from and working in a 100% on‑site setting (listed in this posting), with occasional travel for related meetings/events.