ADMINISTRATIVE COORDINATOR

Under the supervision of the Distribution Center Director, the Administrative Coordinator has the following main responsibilities:

• Review emails and answer phone calls: divide manifests, receive and respond to customer requests regarding the status of shipments, receive sorting instructions from the ocean import department or directly from customers.
• Unload containers: bring all documentation for unloaded cargo and update the system. If the goods are damaged, send the damaged good’s photo by email to the appropriate department.
• When cargo leaves the warehouse, prepare invoices to include applicable fees: storage, guarantee, wharfage, devanning.
• Prepare customer files: print the manifest, check special instructions such as sorting, shrink-wrapping, and pallet height specifications.
• Organize and file documents.
• Act as a replacement for the Administrative Coordinator – FCL in case of absence.
• Other tasks as assigned by the immediate supervisor.
• Ability to review procedures, set priorities, organize workload and identify improvements. Ability to develop effective methods of sharing information with others
• Ability to communicate effectively and maintain harmonious relationships with clients, business partners, colleagues, and superiors and express ideas effectively in both one-on-one as well in group situations.

JOB REQUIREMENTS

• 1 to 2 years of experience in a warehouse in a similar position, an asset
• Experience with customs documentation and freight forwarding, an asset
• Basic knowledge of transportation, an asset
• Computer skills (Word and Excel + data entry)
• Language requirements: Bilingual (English and French)
• Excellent communication skills
• Customer service skills
• Attention to detail
• Ability to learn quickly
• Ability to multitask
• Ability to work under pressure

• Review emails and answer phone calls: divide manifests, receive and respond to customer requests regarding the status of shipments, receive sorting instructions from the ocean import department or directly from customers.
• Unload containers: bring all documentation for unloaded cargo and update the system. If the goods are damaged, send the damaged good’s photo by email to the appropriate department.
• When cargo leaves the warehouse, prepare invoices to include applicable fees: storage, guarantee, wharfage, devanning.
• Prepare customer files: print the manifest, check special instructions such as sorting, shrink-wrapping, and pallet height specifications.
• Organize and file documents.
• Act as a replacement for the Administrative Coordinator – FCL in case of absence.
• Other tasks as assigned by the immediate supervisor.
• Ability to review procedures, set priorities, organize workload and identify improvements. Ability to develop effective methods of sharing information with others
• Ability to communicate effectively and maintain harmonious relationships with clients, business partners, colleagues, and superiors and express ideas effectively in both one-on-one as well in group situations