Administrative Coordinator I

Wallenius Wilhelmsen; Smyrna (TN); On-site; USD 38,000 - 56,000; Full time

Benefits offered by this job

Health insurance

401(k) company matching

Life insurance

Disability coverage

Training opportunities

Employee discounts

Job summary

Wallenius Wilhelmsen is seeking an Upfit Administrative Support to assist Nissan Fleet Upfit operations across Smyrna, Canton, Brunswick, and Oxnard. You will coordinate with Fleet Management Companies, Nissan Fleet Distribution, site operations, suppliers, and internal Upfit teams to move orders and shipments smoothly.

The role emphasizes strong communication, organization, and basic math, with proficiency in MS Excel, Outlook, Word.

Qualifications

• Excellent written and verbal communication skills.
• Highly organized, customer service and attention to detail.
• Basic math and computer skills are required.
• Proficient in MS Excel, working knowledge of MS Windows and Word with emphasis on keeping organized Outlook files.

Responsibilities

• Review Nissan Fleet Upfit approved/unapproved reports, confirm POs from Fleet Management Companies, and validate POs against quotes for accuracy.
• Develop weekly operational summaries detailing vehicle information, production dates, models, fleet order numbers, VINs, equipment requirements, and service codes.
• Create and maintain secure financial summaries covering quotes, purchase orders, equipment costs, and service codes to validate billing information.
• Generate and distribute daily and weekly customer reports tracking vehicles from order submission through dealership delivery, including VPC location, PO/unit numbers, VINs, and delivery status.
• Prepare Nissan Ship-Thru reports covering equipment status, production timelines, and four-week upfit forecasts, and provide updates during Nissan Fleet Distribution meetings.
• Coordinate vehicle shipping, movements, inventory, carrier releases, documentation, assignments, allocations, and pickup/delivery scheduling in partnership with operations and Customer Service.
• Serve as a customer point of contact for order and shipment inquiries, customer-supplied equipment, special requirements, delays, and status updates while maintaining accurate inventory and tracking records.
• Provide administrative warranty support by receiving initial calls, completing preliminary troubleshooting, maintaining the warranty log, escalating technical issues to the Engineer/Master Mechanic, and coordinating repairs, suppliers, facilities, and customer follow-up.

Skills

Excellent written and verbal comms

Highly organized

Basic math and computer skills

Tools

MS Excel

MS Windows

MS Word

Outlook

Job description

Upfit Administrative Support

The Upfit Administrative Support position provides administrative, reporting, customer service, and logistics support for Nissan Fleet Upfit operations across Smyrna, Canton, Brunswick, and Oxnard. This role coordinates with Fleet Management Companies, Nissan Fleet Distribution, site operations, suppliers, and internal Upfit teams to validate orders, maintain operational and financial reports, track vehicles through upfit and delivery, coordinate shipping activities, respond to customer inquiries, and provide administrative support for warranty claims.

What You'll Do

• Review Nissan Fleet Upfit approved/unapproved reports, confirm purchase orders from Fleet Management Companies, and validate POs against issued quotes for accuracy.
• Develop weekly operational summaries for Supervisors and Leads detailing vehicle information, production dates, models, fleet order numbers, VINs, equipment requirements, and service codes.
• Create and maintain secure financial summaries covering quotes, purchase orders, equipment costs, and service codes to validate billing information.
• Generate and distribute daily and weekly customer reports tracking vehicles from order submission through dealership delivery, including VPC location, PO/unit numbers, VINs, and delivery status.
• Prepare Nissan Ship-Thru reports covering equipment status, production timelines, and four-week upfit forecasts, and provide updates during Nissan Fleet Distribution meetings.
• Coordinate vehicle shipping, movements, inventory, carrier releases, documentation, assignments, allocations, and pickup/delivery scheduling in partnership with operations and Customer Service.
• Serve as a customer point of contact for order and shipment inquiries, customer-supplied equipment, special requirements, delays, and status updates while maintaining accurate inventory and tracking records.
• Provide administrative warranty support by receiving initial calls, completing preliminary troubleshooting, maintaining the warranty log, escalating technical issues to the Engineer/Master Mechanic, and coordinating repairs, suppliers, facilities, and customer follow-up.

What You'll Need

• Excellent written and verbal communication skills
• Highly organized, customer service and attention to detail
• Basic math and computer skills are required
• proficient in MS Excel, working knowledge of MS Windows and Word with emphasis on keeping organized Outlook files

EVEN BETTER IF YOU HAVE

One year of experience in customer service or inventory control procedures preferred

WHEN YOU JOIN US

At Wallenius Wilhelmsen, we prioritize your well-being. Our industry-leading benefits and perks are designed to help you thrive in your career and your life outside of work. From affordable healthcare to well-being, we’ve got you covered.

• Choose from a range of low-cost health insurance options to support your well-being including medical, dental and vision t
• Secure your financial future with an industry-leading company-matching 401(k) plan
• Company paid life insurance, short-term and long-term disability
• Explore career development with access to on-the-job training
• Access to exclusive discounts on attractions, automotive, travel and more!

WORKING CONDITIONS

Environmental conditions vary by location, including indoor and outdoor settings. Employees may encounter extreme temperatures, wetness, wind, fumes, dust particles and drafts. Safety is our top priority, and we are dedicated to fostering a safety-first environment, ensuring all precautions are taken to protect our team in every working condition.

Who We Are

At Wallenius Wilhelmsen, you'll join a global leader in shipping and logistics with more than 9,000 colleagues across 28 countries. Together, we help move vehicles, equipment, and goods around the world through innovative and sustainable solutions. Our ambition is to lead the way in transforming shipping and logistics.

Our success is built on our people. Rooted in a strong safety culture and guided by our values – We Care, We Challenge, We Commit – we create an environment where people can grow, contribute, and perform at their best. As a global company listed on the Oslo Stock Exchange, we offer international opportunities within a collaborative and values-driven culture.

Our Commitment to Equal Opportunities and an Inclusive Workplace

At Wallenius Wilhelmsen, our people are fundamental to our success. We believe in the power of bringing people together and value the unique experiences, skills, and perspectives every individual brings. These differences strengthen our ability to support our customers, drive innovation, and succeed as a global organisation. By fostering an inclusive culture where everyone feels valued and empowered to contribute, we create better outcomes for our people, our customers, and our business.