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High Companies · 1 month ago

Administrative Coordinator - Shipping

Lancaster, Pennsylvania, United States

Full-time

Onsite

Senior Level

5+ years exp

High Companies is a trusted partner in transporting oversized and overweight loads throughout the Mid-Atlantic. The Administrative Coordinator will coordinate office activities for the Shipping Group, manage documentation processing, and ensure accurate data entry and payroll for Truck Drivers.

ConstructionReal Estate

Responsibilities

Submitting and maintaining timecards is a key function

Set up prevailing wages when needed

Completing expense reports

Process invoices

Coordinate (part-time or full time individuals) if deemed necessary during peak period to insure accurate data input, or other office duties as required

Evaluate current office practices with manual reporting and computer programs to recommend future automated programs to recommend future automated operations

Develop data bases to provide required reports for upper management such as:

Power Unit Utilization

Trailer Utilization

Revenue Report (non-job)

Daily/Weekly Shipping Results

Mileage Report

Fine/Charges/Violations

Various data to support equipment capital budget justification

Review with Shipping Manager relevant issues for meeting agendas, minutes and follow up issues

Coordinate company documentation regarding compliance with applicable DOT regulations including driver’s files and physicals. Responsibilities include ongoing up to date regulation changes and issues affecting transportation

Review all weekly time sheets to ensure accuracy, expense reports, uniform ordering, etc

Participate in Shipping Group meetings to record outstanding issues and coordinate action plans as required

Identify training/self-development needs to fulfill back-up capabilities for all office positions. Back up positions include: full operational understanding of Bill of Lading System, permit operations via outsourcing with permit service and/or internet operations and escort scheduling

Coordinate ordering of office supplies, purchase requisitions to ensure efficient usage and availability

Responsible for operations of all computer hardware requirements, printers, fax machines, software, etc

Evaluate current job file system and other documentation to ensure best possible maintenance of material and storage of potential audits

Monitor and initiate 'deliver request form' documentation sent to customers. Follow up with customers any outstanding forms not returned

Check and assure all documentation sent to invoicing and inspection is 100% accurate based on Bill of Material System

Perform special projects as required

Assist in the development of the 'Equipment Inventory' specification sheets and ongoing maintenance of that system

Qualification

ShippingLogisticsData entryReport generationExcel proficiencyConfidential information handlingOrganizational skillsOral communicationWritten communicationWork independentlyFast-paced work environment

Required

Over five years experience in a fast paced, complex work environment and demonstrated success which has required strong oral and written communication skills

A comprehensive understanding of shipping and logistics. DOT experience a plus

Must have experience working with confidential information

Requires excellent computer skills with solid working knowledge of spreadsheets, databases and the development of reports, charts and graphs. Also requires the ability to act independently and with diplomacy

Associates degree or equivalent experience

Strong organizational and computer skills

Experience in Transportation is a bonus

Ability to work in a fast paced atmosphere

Manufacturing, transportation or relevant industry experience

Proficient in Excel

Submitting timecards is required

Benefits

Excellent benefits including medical, dental and vision available for full-time coworkers.

Vacation is offered to regular full-time coworkers and is earned annually on your anniversary date.

401(k) Retirement Plan with a company match up to 6%

Tuition Assistance with 100 percent reimbursement for approved courses and degree programs that are job-related and approved in advance by your supervisor.

Employee Assistance Program provides professional, confidential assistance for any type of personal issue you or your eligible dependents are experiencing.

High Family Foundation Scholarship is awarded annually to the children of High co-workers working at least 1,000 hours per year and employed for at least two years. Recipients are awarded $4,000 for each year they are enrolled in a two- or four-year accredited degree program.

Good Measure Award is presented periodically to an individual or team from each of the High companies who exemplify The High Philosophy and who has gone above and beyond normal job responsibilities to provide "Good Measure."