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Administrative Coordinator

2 months ago

Salt Lake, Utah, United States Logisteed America, INC Full time
Job Overview

Are you prepared to contribute to a leading organization in the Freight Forwarding and Contract Logistics sector, where employees are valued as the most significant asset?

LOGISTEED-America is dedicated to providing exceptional transportation and logistics solutions while striving to create a positive impact for future generations. We are seeking an Office Administrator to support this vision.

Location: Salt Lake City, Utah

About Us

Established in 1950, LOGISTEED-America is part of a worldwide network delivering transportation and logistics services, including ocean and air freight, contract logistics, customs brokerage, and supply chain management.

Position Summary

The Office Administrator at HCMA-SLC will report directly to the General Manager of LOGISTEED-America, Inc. This role focuses on performing administrative tasks to facilitate daily operations. The ideal candidate will possess outstanding organizational abilities, the capacity to manage multiple tasks, and the expertise to maintain accurate workflows in a dynamic, high-pressure setting, all while contributing positively to team success.

Key Responsibilities

The Office Administrator will primarily assist the General Manager/HCMA in ensuring the effective operation and performance of HCMA, which includes:

  • Overseeing warehouse functions
  • Managing transportation logistics
  • Coordinating indirect resources
  • Handling financial reporting
  • Facilitating communications
  • Engaging with senior management of clients
  • Bi-lingual Japanese is preferred
Desired Qualities
  • Integrity and Trustworthiness
  • Self-Motivated
  • Positive attitude with a strong desire to learn
  • Ethical decision-making skills
  • Passion for supporting team members
  • Team-oriented mindset
  • Tenacity
  • Strong customer service skills
  • Attention to detail
  • Reliability and commitment to follow through
  • Goal-oriented and task-driven
  • Ability to balance team needs with organizational objectives
  • Exceptional written, verbal, and presentation communication skills
  • Strong planning and process orientation
Essential Duties

Operational Responsibilities

  • Performing tasks safely and efficiently
  • Maintaining cleanliness and organization in the workspace
  • Adhering to attendance and punctuality standards
  • Communicating clearly and concisely, both verbally and in writing
  • Welcoming guests upon arrival
  • Managing phone calls and routing inquiries
  • Coordinating mail and courier services
  • Distributing group communications
  • Handling various administrative tasks to support daily operations
  • Maintaining organized filing systems
  • Ordering and managing office supplies
  • Processing financial transactions
  • Assisting management with contract logistics functions
  • Identifying opportunities for continuous improvement
  • Supporting the reporting of Service Level Agreements (SLA) and Key Performance Indicators (KPI)
  • Preparing performance reports and documentation as required
  • Thriving under pressure and managing increased responsibilities

Communication Duties

  • Facilitating clear communication between management and operational teams.

Safety Responsibilities

  • Meeting established safety and quality standards
  • Ensuring compliance with safety regulations

Financial Responsibilities

  • Creating financial reports to track progress and identify areas for improvement
  • Managing accounts payable and coding invoices
  • Tracking inventory and managing purchase orders

Training Responsibilities

  • Participating in training on company policies and procedures
  • Self-directing workflow to meet managerial goals

Collaboration Responsibilities

  • Working flexible hours as needed
  • Supporting warehouse operations and assisting with inventory checks
  • Being culturally aware of global partners' customs
  • Traveling as required
Competencies
  • Strategic Thinking
  • Problem Solving and Analysis
  • Project Management
  • Organizational Skills
  • Effective Communication
  • Personal Effectiveness
  • Multi-tasking with competing priorities
Qualifications
  • Minimum of 1 year experience in a fast-paced logistics or manufacturing environment
  • High School diploma or GED
  • Intermediate/Advanced proficiency in Microsoft Word and Excel preferred
  • Bi-lingual in Japanese is highly preferred
  • Bachelor's degree is preferred
  • Strong attention to detail and organizational skills
  • Understanding of safety regulations (OSHA)
  • Ability to make objective decisions
  • Strong interpersonal and conflict resolution skills
  • Flexibility to perform various duties as needed
  • Excellent customer service skills
  • Proficiency in Microsoft Office applications
  • Knowledge of Warehouse Management Systems (WMS) is a plus
  • Ability to work independently and collaboratively

This job description is not exhaustive and may be subject to change as needed.