Freight Coordinator/Receptionist

Valbruna; Fort Wayne (IN); On-site; USD 42,000 - 62,000; Full time

Job summary

Valbruna is seeking a Freight Coordinator/Receptionist to provide professional front-office support and help coordinate inbound and outbound freight. You will welcome visitors and assist with administrative tasks across shipping, receiving, purchasing, and production.

Responsibilities include greeting guests, routing calls, scheduling, and maintaining records for shipments. Strong communication, organization, and MS Office skills are essential to succeed in a fast-paced environment.

Qualifications

• Strong written and verbal communication skills.
• Excellent problem-solving skills and a proactive approach.
• Ability to complete job responsibilities with minimal supervision.
• Ability to function effectively in a fast paced and, at times, stressful environment.
• Proficient with Microsoft Office.
• Organizational skills and attention to detail are critical for this position.
• Excellent time management skills with ability to meet deadlines and manage priorities.

Responsibilities

• Answer, screen, and route incoming telephone calls in a professional and courteous manner.
• Greet and direct visitors, customers, vendors, contractors, and drivers.
• Receive and distribute incoming mail, packages, and deliveries.
• Assist visitors and drivers with sign-in, directions, and appropriate facility contacts.
• Maintain visitor and driver logs and follow security procedures.
• Assist with scheduling meetings, appointments, and other administrative activities.
• Coordinate inbound and outbound shipments with carriers and internal teams.
• Prepare and maintain basic shipping/receiving documentation.
• Communicate shipment information to internal departments.
• Maintain organized records of freight and transportation information.
• Resolve routine delivery discrepancies and documentation issues.
• Enter and maintain data in company systems and records.
• Prepare routine reports and correspondence.
• File and maintain records per procedures.
• Communicate effectively with employees, customers, vendors, carriers.
• Support production, purchasing, customer service, shipping, and receiving as needed.
• Assist with meetings, projects, and special assignments.
• Maintain confidentiality of company information.

Skills

Communication

Problem-solving

Independent work

Time management

Microsoft Office

Detail-oriented

Prioritization

Education

Associate’s degree

Tools

(none)

Job description

Position Summary

The Freight Coordinator/Receptionist is responsible for providing professional front-office support while assisting with the coordination and administration of inbound and outbound freight activities. This position serves as a welcoming first point of contact for visitors, vendors, contractors, drivers, customers, and employees while providing administrative support to shipping, receiving, purchasing, production, and other internal departments.

Essential Duties and Responsibilities

Reception and Front Office Support

• Answer, screen, and route incoming telephone calls in a professional and courteous manner.
• Greet and direct visitors, customers, vendors, contractors, and drivers.
• Receive and distribute incoming mail, packages, and deliveries.
• Assist visitors and drivers with sign-in, directions, and appropriate facility contacts.
• Maintain visitor and driver logs and follow established security and safety procedures.
• Assist with scheduling meetings, appointments, and other administrative activities.

Freight and Shipping Support

• Assist with coordinating inbound and outbound shipments with carriers, suppliers, customers, and internal departments.
• Prepare and maintain basic shipping and receiving documentation.
• Communicate shipment information to appropriate internal departments.
• Maintain organized records of freight, deliveries, and transportation-related information.
• Assist with resolving routine delivery discrepancies and documentation issues.

Administrative and Departmental Support

• Enter and maintain information in company systems, spreadsheets, and records.
• Prepare routine reports, correspondence, and other administrative documents.
• File and maintain records in accordance with company procedures.
• Communicate effectively with employees, customers, vendors, carriers, and other business contacts.
• Assist production, purchasing, customer service, shipping, and receiving departments with administrative needs.
• Support company meetings, projects, and special assignments as needed.
• Maintain confidentiality of company, customer, and employee information.
• Follow all company safety, quality, and administrative policies and procedures.
• Serve as a communication link between the front office and internal departments.
• Assist with responding to routine customer and vendor inquiries.
• Escalate questions, concerns, or issues to the appropriate department or supervisor.
• Promote a positive and professional image of the company through all telephone, email, and in-person interactions.

Required Skills/Abilities:

• Strong written and verbal communication skills
• Excellent problem-solving skills and a proactive approach.
• Ability to complete job responsibilities with minimal supervision.
• Ability to function effectively in a fast paced and, at times, stressful environment.
• Proficient with Microsoft Office.
• Organizational skills and attention to detail are both critical for this position. Will be expected to complete assignments and tasks with both thoroughness and accuracy.
• Excellent time management skills with a proven ability to meet deadlines and deal effectively with conflicting priorities.

Education and Experience:

• 2+ years of experience in an administrative position, with experience in freight coordination preferred
• Associate’s degree in a related field preferred.