Administrative Coordinator jobs in United States

Administrative Coordinator

See yourself at Wallenius Wilhelmsen. We collaborate, we care, we challenge every day to keep the world in motion and transform logistics into a zero-emissions, carbon-free industry. Join us and make it happen!

Reception, General Affairs & Office Administration:

• Receiving all the office visitors & guests.
• Meeting arrangements/supports.
• Attending to guests/visitors.
• Attending telephone calls.
• Coordinating with utilities & maintenance services.
• Arranging office stationeries and other supplies.
• Booking couriers.
• Payment of office broadband bills & other statutory renewals and payments.
• Coordinating with our associates and verifying office staff bills and sharing statements with WW finance team.
• Travel arrangements for guests.
• Ordering and distributing calendars/giveaways.

Freight Outstanding Management:

• Sending monthly outstanding reports to agents and following up with respective agents in each port for freight outstanding remittances.
• Coordinating with WW accounts receivable team related to freight outstanding.

Booking & Documentation:

• Generating quotes in software and sharing with customers.
• Acting as a bridge between the in-house technical team and respective port agents for requirement/technical issues related to software.
• Assisting in the creation of booking in the software and attending queries related to booking/BLs.

Coordination with Account team:

• Coordinating/processing/communication for issues between the company's account team and local sponsor company.
• VAT / Tax / Sudden or Unexpected cash and expenses processing / Information check and updates by government policies and regulations.

Coordination with Documentation team:

• Correcting discrepancies on cargo manifest (B/L) for M.E./Africa regions.
• The coordination between the company's documentation teams and agents in PODs for Customs clearance, other requirements for Customs and on-time arrival notice to customers.

WHAT YOU'LL NEED

• Fluent English communication skills including reading, writing and speech.
• 1-2 years experience in Shipping, Forwarding Management or as a Logistical Coordinator.
• Good IT skills including Excel, databases, and strong exposure to Internet services and Portals.
• Ability to read and understand all Local Logistical instructions.
• Degree in business administration, logistics or related field preferred.
• Have or can obtain a UAE driver’s license.

ABOUT US

Wallenius Wilhelmsen is an iconic shipping and logistics company with premium end-to-end supply chain management. Our vision is to empower people and markets through a sustainable flow of goods and services.

We transport and handle cars, tractors, trains, windmills, or even whole factories for some of the most well-known companies in the world. Our eyes will always be on supreme quality in everything we do, while moving towards zero-emission logistics. We are powered by nearly 8200 people, working on vessels and at ports, at vehicle and equipment processing centers, and offices in nearly 45 countries. When added up, the effort of our global workforce keeps the world moving.

OUR COMMITMENT TO DIVERSITY, EQUITY, & INCLUSION

We are a global group of people from diverse backgrounds and lifestyles. Wallenius Wilhelmsen is proud to be an equal opportunity employer committed to building a workplace where all contributors feel they can bring their best selves every day, learn from each other, and be appreciated. We recognize that Diversity, Equity, and Inclusion is central to our business outcomes because it touches every part of our operations and strategy. Our journey towards sustainable and integrated logistics compels us to attract people with diverse experiences, skills, and abilities.