Administrative Coordinator

Alba Wheels Up International, LLC; Napa (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Alba Wheels Up is seeking an Operations Administrator to support daily transportation and warehouse operations in a fast-paced wine logistics environment. You will be the primary contact for inbound and outbound drivers, ensuring smooth shipment flow, accurate documentation, and clear communication across transportation, warehouse, account management, and leadership teams.

The role requires strong organizational skills, attention to detail, and the ability to troubleshoot routine issues while

Qualifications

• High school diploma or equivalent required; additional coursework or certification in logistics or supply chain management is a plus.
• Previous experience in logistics, transportation, warehouse operations, traffic coordination, or supply chain support preferred.
• Strong organizational skills with attention to detail; bilingual English/Spanish is a plus but not required.
• Excellent verbal and written communication skills; experience using transportation management systems (TMS), ERP systems, or similar platforms preferred.

Responsibilities

• Serve as main point of contact for drivers inbound/outbound shipments with clear instructions and timely responses.
• Schedule and coordinate pickup appointments to maintain efficient operations.
• Support Account Management with order entry and pulling bills of lading (BOLs) for outbound shipments.
• Process customer orders with data integrity in company systems.
• Communicate with warehouse staff via walkie-talkie.
• Prepare and maintain inbound/outbound shipping documentation per procedures.
• Review and verify inbound paperwork in Transportation Management Systems (TMS) for audit and operations.
• Coordinate across transportation, warehouse, and customer service to support on-time shipments and issue resolution.
• Troubleshoot routine issues independently and escalate non-routine concerns to management.
• Provide general assistance to support daily business operations.

Skills

Organization

Attention to detail

Bilingual English/Spanish

Communication skills

TMS/ERP experience

MS Office

Education

High school diploma

Tools

TMS

ERP systems

MS Office

Job description

Alba Wheels Up is a premier Customhouse broker and Freight Forwarder. Alba Wheels Up has become the standard for the expertise needed to handle the Wearing apparel, Perishable, Electronics and Marble & Stone sectors, traditionally the most difficult commodities to both harmonize and provide supply chain management to. Our Global network provides true door-to-door service and supply chain management required in today's logistics environment. Our advanced transport management platform ensures visibility of our client's freight from point to point. All team members are encouraged and supported to obtain their career and personal goals while working in world class facilities. Cobalt Wine Logistics is a subsiderary of Alba Wheels Up.

Summary

The Operations Administrator plays a key role in supporting daily transportation and warehouse operations within a fast-paced wine logistics environment. This position serves as the primary point of contact for inbound and outbound drivers, ensuring efficient shipment flow, accurate documentation, and clear communication between transportation, warehouse, account management, and leadership teams. The Operations Administror is responsible for identifying operational concerns, escalating issues appropriately, and supporting smooth day-to-day execution.

Key Responsibilities

• Serve as the main point of contact for drivers arriving for inbound and outbound shipments by providing clear instructions, coordinating movement, and addressing routine questions and concerns in a professional and timely manner.
• Schedule and coordinate pickup appointments to maintain efficient warehouse and transportation operations.
• Support the Account Management team with operational tasks including order entry and pulling bills of ladings (BOLs) for outbound shipments.
• Process customer orders accurately and efficiently while ensuring data integrity within company systems.
• Communicate with the warehouse staff via walkie-talkie.
• Prepare, process, and maintain inbound and outbound shipping documentation in compliance with company procedures.
• Review, verify, and accurately receive inbound paperwork into the Transportation Management Systems (TMS) and ensure all documentation is filed correctly and maintained for audit and operational purposes.
• Coordinate across transportation, warehouse, and customer service team to support on-time shipment execution and issue resolution.
• Use sound judgment to trouble shoot routine issues independently and escalated non-routine issues and operational concerns to management.
• Provide general assistance to support daily business operations.

Qualifications

• Education:
  • High school diploma or equivalent required; additional coursework or certification in logistics or supply chain management is a plus.
• Experience:
  • Previous experience in logistics, transportation, warehouse operations, traffic coordination, or supply chain support preferred.
• Skills:
  • Strong organizational skills with exceptional attention to detail and accuracy in a fast-paced environment.
  • Bilingual (English/Spanish) preferred to support communication with drivers and warehouse personnel; not required
  • Excellent verbal and written communication skills.
  • Experience using transportation management systems (TMS), ERP systems, Microsoft Office, or similar business platforms preferred.
• Attributes:
  • Attention to detail and accuracy.
  • Ability to work collaboratively in a team environment.

Equal Opportunity Employer

Alba is an equal opportunity employer and is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.