Administrative Coordinator I

Wallenius Wilhelmsen; Smyrna (TN); On-site; USD 36,000 - 56,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Life insurance

Short-term disability

On-the-job training

Employee discounts

Job summary

Wallenius Wilhelmsen is seeking an Administrative Support professional in Smyrna, TN to provide comprehensive administrative, reporting, customer service, and logistics support for Nissan Fleet Upfit operations across Smyrna, Canton, Brunswick, and Oxnard. You will validate orders, prepare summaries, and coordinate shipments with Fleet Management Companies and internal Upfit teams.

Ideal candidates demonstrate excellent communication, strong organizational skills, and proficiency in MS Excel.

Qualifications

• Excellent written and verbal communication skills.
• Highly organized with strong attention to detail.
• Basic math and computer skills required.
• Proficient in MS Excel, Windows and Word with Outlook for filing.

Responsibilities

• Act as liaison for customers and carriers; validate orders and POs.
• Develop operational summaries detailing vehicle information and status.
• Maintain secure financial and billing summaries for quotes and POs.
• Generate daily/weekly reports tracking orders from submission to delivery.
• Coordinate shipping, inventory, and delivery scheduling with operations and CS.
• Provide warranty support by triaging issues and coordinating repairs.

Skills

Communication

Organization

Attention to detail

Customer service

Problem solving

Tools

MS Excel

MS Windows

Word

Outlook

Job description

Upfit Administrative SupportThe 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 DOActing as the liaison for Wallenius Wilhelmsen to our customers and carriers:• 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 filesEVEN BETTER IF YOU HAVEOne year of experience in customer service or inventory control procedures preferredWHEN YOU JOIN USAt 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 CONDITIONSEnvironmental 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 AreAt 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 WorkplaceAt 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.