Administrative Manager – Freight Forwarding (Preferred)

Job Title: Administrative Coordinator - Vendor & Customer Enrollment

Location: Secaucus, New Jersey (around 20 km from the given location would be preferable)

Job Summary:

The Administrative Manager will provide support and oversee the administrative aspects of the freight forwarding process.

This role involves coordinating logistics documentation, finance and compliance while maintaining effective communication between clients, suppliers, and the internal teams.

Key Responsibilities:

1. Office Administration and Coordination:

• Manage day-to-day administrative operations of the office, ensuring efficiency and accuracy in all tasks.
• Collect all required vendor, client, and agent’s documentation as per SOPs.
• Upload all these documents into our ERP software
• Organize and maintain accurate records, files, and documents related to account set ups.

1. Claims Management – Work alongside back-office teams to provide support locally in claim resolution with Insurance and underwriters.
2. Research Support – Engage with sales and operations to obtain needed information with effective communication (written & verbal)
3. Compliance and Regulatory Management:

• Coordinate with customs brokers and other agencies to ensure bonds are in place (renewals or new).
• Maintain up-to-date records.

A. Client Relations and Customer Service:

• Serve as the main point of contact for clients regarding the status of their account setup.
• Handle inquiries and other administrative duties as requested.
• Ensure high levels of customer & agent.

B. Reporting and Documentation:

• Analyze data to identify opportunities for process improvements.
• Maintain and update databases. Good record-keeping.

C. Financial Administration:

• Authentication process of all bank accounts
• Coordinate with the finance department

D. Continuous Improvement:

• Identify opportunities to streamline administrative processes and improve operational efficiency.
• Implement best practices in administrative procedures to ensure smooth and efficient business operations.

Qualifications:

: Education:

• Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, or a related field.
• Certification in freight forwarding, customs, or logistics is a plus.

: Experience:

• Minimum of 3-5 years of experience in administrative management.
• Proven administrative experience preferably Logistics, Transportation Industry experience preferred

: Skills:

• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills and time management
• Proficiency in data entry and record keeping, MS Office
• Ability to analyze data, prepare reports, and make recommendations for process improvements.

: Personal Attributes:

• Detail-oriented with a high level of accuracy.
• Leadership qualities and ability to work effectively in a team environment.
• Strong customer service orientation.
• Ability to work under pressure and meet deadlines and work independently

Working Conditions:

• Full-time position based in an office environment with occasional travel to warehouses.
• May require overtime during peak shipping periods or when urgent issues arise.

Preference:

• Immediate joiners would be preferable.
• Candidates close to the Office location (Secaucus) would be preferable.