Port Administrative Assistant

GAC Group; Bellingham (WA); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

401(k) matching

Dental insurance

Health insurance

On-the-job training

Paid time off

Vision insurance

Job summary

GAC Group in Bellingham, WA is seeking an administrative coordinator to join our Shipping - Administration team. You will answer calls, monitor shared mailboxes, input package details, set up jobs, and ensure accurate data entry and timely service delivery across port operations.

You will coordinate with internal departments to keep information current and complete. This full-time, hourly position offers on-the-job training, competitive benefits, and the chance to grow within a global shipping

Qualifications

• Strong computer proficiency and advanced knowledge of MS 365 applications including Outlook, Word, Excel, and PowerPoint.
• Excellent written and verbal communication; professional presence.
• Adaptability to changing priorities and environments while maintaining service quality.

Responsibilities

• Answer calls, monitor mailboxes, route inquiries, and assign job numbers.
• Set up jobs, update numbers, add details and reports, confirm services.
• Assist with crewing, accommodation and transport; input crew and flight details.
• Receive, track, and manage inbound/outbound parcels; manage FedEx account.
• Coordinate data with internal departments and maintain accurate records.
• Send Quality Questionnaires and Customer Satisfaction Surveys for port calls.
• Assist with COC payments, CBP fees, checks, port clearance, bunkers, VECS.

Skills

MS 365 proficiency

Written & verbal communication

Adaptability

Tools

ERP systems

Databases

Logistics software

Job description

Job Description

Location: Bellingham, WA. Office

Reporting to: Port Manager

Department/team: Shipping - Administration

Employment Type: Full-time, Hourly

Travel requirements: None

Key Technologies/Tools: Microsoft 365 applications, including Word, Excel, Outlook, and PowerPoint, as well as GACagent and GACShip (training provided on the job).

What would your day at GAC look like?

• Answer incoming calls, monitor shared mailboxes, manage daily email correspondence, route inquiries to the appropriate agent, and assign job numbers as required.
• Set up jobs, update job numbers, add details and reports, confirm services, input package information (AWB, TO/FROM, SPECS, ETC.).
• Assist with crewing, accommodation and transport. Input crew details and flight details into GACagent.
• Receive, track, and maintain records of all inbound and outbound parcels for the port office. Responsible for managing FedEx account for the port office. Manage samples and spares, send deliveries, ensure AMS is filed before any spares land, track them in GACagent, and drop them off at the lab if needed.
• Coordinate with internal departments to ensure operational data is accurately entered, maintained, and reported.
• Ensure Quality Questionnaires and Customer Satisfaction Surveys are sent for all port calls. Should be added to the note section in the job.
• Assisting with Certificate of Compliance (COC) payments, CBP fees, checks, port clearance, bunkers, and VECS as needed.

What’s in it for you?

This is your chance to become part of the global GAC team, which has been providing professional shipping, logistics, and marine services since 1956. Everything we do is guided by the GAC Spirit, built on mutual loyalty between management and staff, and a belief in the value of our people as individuals - not just for the jobs they do. With more than 7,500 colleagues in 300 strategically located offices in more than 50 countries around the world, we focus on quality, safety, and sustainability with a human touch. Emphasizing a long-term approach, innovation and ethics, our flexible and integrated portfolios are designed to work within and support our customers’ operations.

Job Requirements

• Strong computer proficiency, excellent written and verbal communication skills, and advanced knowledge of Microsoft Office 365 applications, including Outlook, Word, Excel, and PowerPoint.
• Professionalism - Demonstrates a professional presence that promotes the GAC brand and fosters customer trust and confidence
• Adaptability - Adjusts effectively to changing priorities, work environments, and new information while maintaining productivity and service quality.

Preferred Qualifications

• Previous administrative, logistics, maritime, or customer service experience.
• Experience working with databases, ERP systems, or transportation management software.
• Ability to prioritize multiple tasks in a fast-paced environment.

You Will Also Enjoy

• 401(k) matching
• Dental insurance
• Health insurance
• On-the-job training
• Paid time off
• Vision insurance

Note: The candidate is expected to comply with the GAC Health, Safety, Security and Environment (HSSE) Policy and GAC HSSE Manual procedures that emphasize industrial and personal safety and environmental precautions. Shortlisted candidates will be subject to a background check that includes drug and alcohol screening.

• Eligible to work in the United States