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Administrative Coordinator
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Hose-McCann Communications
Deerfield Beach, FL (In Person)
$50,315 Salary, Full-Time
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Job Description
The Administrative Coordinator plays a critical role in supporting day-to-day operations across logistics, supply chain, sales, shipping, and procurement. This position requires advanced Excel capabilities, strong analytical skills, and the ability to coordinate effectively across internal teams to ensure seamless operations from purchase order to final delivery and invoicing. Based on our government contracts, US Citizenship is required. Key Responsibilities Logistics & Shipping Coordinate domestic and international shipments. Prepare and manage shipping documentation (BOL, packing lists, export documents). Liaise with freight forwarders, carriers, and customs brokers. Track shipments and proactively resolve delays or discrepancies. Supply Chain & Procurement Process and manage purchase orders (POs). Monitor supplier performance, lead times, and inventory levels. Maintain accurate records of procurement activities. Coordinate with production and warehouse teams to ensure material availability. Sales & Order Administration Support sales team with order entry and order tracking. Generate quotations and update pricing spreadsheets. Ensure accurate data entry into ERP systems. Coordinate order fulfillment timelines with production and shipping teams. Invoice & Financial Administration Generate and reconcile invoices. Match purchase orders, delivery notes, and invoices. Assist with accounts receivable and payable tracking. Prepare weekly/monthly financial and operational reports. Cross-Functional Coordination Act as the communication bridge between sales, production, logistics, finance, and management. Ensure timely information flow across departments. Identify process inefficiencies and recommend improvements. Support management with operational reporting and analysis. Required Skills & Qualifications Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, formulas, data analysis, reporting dashboards). Minimum 3-5 years of experience in logistics, supply chain, manufacturing, or maritime industry. Strong understanding of shipping processes and documentation. Experience handling purchase orders and invoicing. Familiarity with ERP systems (SAP, Oracle, or similar). Excellent written and verbal communication skills. Strong organizational and multitasking abilities. High attention to detail and problem-solving mindset. Preferred Qualifications Experience in maritime or industrial manufacturing environments. Knowledge of international trade regulations. Experience with inventory management systems. Key Competencies Analytical thinker Process-driven Highly organized Proactive communicator Deadline-oriented Team collaborator What We Offer Competitive salary Career growth opportunities Dynamic maritime manufacturing environment Collaborative team culture