Office & Logistics Coordinator

Alta Alloys; Franklin (KY); On-site; USD 38,000 - 52,000; Full time

Job summary

Alta Alloys is seeking an Office & Logistics Coordinator to support daily administrative, documentation, shipping/receiving, and logistics tasks at the Franklin, KY facility. The role serves as a key liaison between customers, suppliers, carriers, operations, and management, ensuring timely and accurate communication.

Responsibilities include invoicing, AP/AR, carrier coordination, documentation upkeep, and coordination with internal teams.

Qualifications

• High school diploma or equivalent; associate or bachelor’s preferred.
• Experience in office administration, logistics, or shipping.
• Strong organizational and communication skills.
• Proficient with Microsoft Office and basic ERP knowledge.
• Familiarity with PO, invoices, bills of lading.

Responsibilities

• Serve as the primary office contact; manage calls, correspondence, records, office supplies, and appointment/meeting scheduling.
• Coordinate with operations, purchasing, sales, accounting, and management to maintain accurate documentation.
• Prepare and review customer invoices and process supplier invoices and supporting documentation.
• Assist with supplier settlements, freight charge verification, AP/AR, reconciliations, and related accounting activities.
• Schedule inbound and outbound transportation and communicate pickup and delivery information with carriers, brokers, drivers, customers, suppliers, and internal personnel.
• Obtain and compare freight quotes, assist with carrier selection, confirm appointments, and ensure appropriate equipment and shipment instructions are provided.
• Prepare or verify bills of lading, track shipments, maintain freight records, verify freight invoices, and assist with resolving delivery discrepancies.
• Assist with routine facility HR administration, new hire onboarding, timekeeping, and company communications.
• Perform additional administrative, logistics, accounting, or operational duties as needed.

Skills

Office Administration

Logistics Coordination

Communication

Time Management

Education

High School Diploma

Associate or Bachelor's preferred

Tools

MS Office

ERP Software

Shipping Software

Job description

The Office & Logistics Coordinator is responsible for supporting the day-to-day administrative, documentation, shipping/receiving, and logistics activities of the facility. Provides administrative and logistics support by coordinating documentation, shipping and receiving, transportation, invoicing, and routine office activities. Serves as a key point of communication between customers, suppliers, carriers, operations, and management, ensuring information is coordinated and communicated effectively. This is an on-site position in our Franklin. KY office, Monday-Friday 8:00am-4:30pm.

Duties and responsibilities

• Serve as the primary office contact; manage calls, correspondence, records, office supplies, and appointment/meeting scheduling.
• Coordinate with operations, purchasing, sales, accounting, and management to maintain accurate documentation.
• Prepare and review customer invoices and process supplier invoices and supporting documentation.
• Assist with supplier settlements, freight charge verification, AP/AR, reconciliations, and related accounting activities.
• Schedule inbound and outbound transportation and communicate pickup and delivery information with carriers, brokers, drivers, customers, suppliers, and internal personnel.
• Obtain and compare freight quotes, assist with carrier selection, confirm appointments, and ensure appropriate equipment and shipment instructions are provided.
• Prepare or verify bills of lading, track shipments, maintain freight records, verify freight invoices, and assist with resolving delivery discrepancies.
• Assist with routine facility HR administration, new hire onboarding, timekeeping, and company communications.
• Perform additional administrative, logistics, accounting, or operational duties as needed.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree in business, logistics, accounting, or related field preferred.
• Previous experience in office administration, logistics, dispatch, and/or shipping/receiving preferred.
• Strong organizational, communication, problem-solving, and time-management skills with attention to detail.
• Proficiency with Microsoft Office; ERP, accounting, inventory, shipping, or transportation software experience preferred.
• Basic understanding of purchase orders, invoices, bills of lading, freight, and transportation practices.
• Ability to manage multiple priorities, work independently, maintain confidentiality, and coordinate effectively with internal and external contacts.

Working conditions

Works in an office/operational environment and may interact with facility personnel, drivers, customers, suppliers, carriers, and vendors. May be exposed to typical industrial/yard conditions.

Physical requirements

Regularly performs office-based work including sitting, standing, walking, computer and phone use, and handling documents and office materials. May occasionally walk through operational areas.