Administrative and Office Management

1. Calendar and Appointment Management:

• Meeting Scheduling : Coordinating meetings with clients, vendors, and internal teams such as operations, transportation, and warehouse management.
• Event Planning : Organizing company events, conferences, and team-building activities.
• Team Coordination : Managing schedules for key personnel, ensuring the smooth functioning of day-to-day operations.
• Meeting Coordination : Organizing and preparing agendas for management meetings, board meetings, and client interactions.
• File Organization : Managing both physical and digital files, ensuring all property records, leases, contracts, and correspondence are properly archived.
  

2. Calendar and Appointment Management:

• Contract and Vendor Agreements : Preparing and organizing contracts with clients, carriers, and suppliers, ensuring compliance with terms and deadlines.
• Shipping Documentation : Assisting with the preparation and organization of shipping documents such as bills of lading, customs paperwork, and transportation contracts.
  
• File Organization
  Maintaining physical and digital filing systems for logistics reports, contracts, and compliance documents.

• Client Communication : Handling communication with clients, including responding to inquiries about shipments, deliveries, and tracking.
• Vendor Coordination : Communicating with carriers, suppliers, and third-party logistics providers to ensure smooth operations.
• Internal Communication Facilitating communication between departments, ensuring the operations, sales, and transportation teams are aligned.

2. Operational and Logistics Support

1. Shipment Tracking and Coordination:

• Shipment Monitoring : Tracking shipments and coordinating with carriers to ensure timely deliveries.
• Status Updates :  Providing real-time updates to clients regarding the status of their shipments, potential delays, or issues.
• Documentation Ensuring that all necessary documentation, such as shipping labels, customs forms, and delivery receipts, are prepared and submitted on time.

• Carrier Relations : Managing relationships with trucking companies, freight forwarders, and third-party logistics providers.
• Vendor Communication : Acting as a point of contact for carriers and suppliers to resolve issues, negotiate contracts, or address delivery challenges.
• Performance Tracking Keeping track of carrier performance, ensuring that service levels are met, and identifying potential areas for improvement.

3. Customer Relationship and Support

• Client Inquiries : Responding to client inquiries about shipments, deliveries, and logistics services.
• Problem Resolution : Addressing any issues related to deliveries, delays, or damages, and ensuring timely resolution.
• Customer Support : Acting as the primary point of contact for key clients, ensuring that their logistics needs are met and fostering strong relationships.
• Problem Resolution : Addressing any issues related to deliveries, delays, or damages, and ensuring timely resolution.
  

• Regular Reports : Preparing and sending logistics reports to clients, detailing shipment status, inventory levels, and delivery performance.
  
• Client Communication
  : Providing regular updates on orders, shipments, and delivery schedules, ensuring that clients are informed of any changes or delays.

4. Financial and Billing Support

• Client Invoicing : Preparing and sending invoices to clients for services rendered, including transportation, warehousing, and delivery charges.
  
• Payment Follow-up Tracking outstanding payments and following up with clients to ensure timely payments.
• Vendor Payments : Managing payments to carriers, vendors, and suppliers, ensuring that invoices are processed accurately and on time.
  

• Operational Expense : Tracking expenses related to fuel, transportation, warehouse storage, and other logistics-related costs.
  
• Financial Reporting Compiling and organizing financial data for management review, such as profit and loss statements, expense reports, and budget forecasts.
• Cost Control : Assisting in identifying cost-saving opportunities in the logistics process, such as optimizing routes or negotiating better rates with carriers.

5. Compliance and Regulatory Support

• Shipping Regulations: Ensuring that all shipments comply with local and international shipping regulations, including customs, import/export rules, and hazardous material handling.
• Permits and Licensing Keeping track of necessary licenses, permits, and certifications for transportation and warehousing operations.
• Safety Compliance : Assisting in maintaining compliance with safety regulations, including vehicle maintenance, driver safety, and workplace safety standards.
  

• Vendor Contracts: Managing contracts with carriers, suppliers, and third-party logistics providers, ensuring compliance with terms and conditions.
• Client Agreements Preparing and reviewing contracts with clients, ensuring that services, rates, and delivery expectations are clearly defined and adhered to.
• Renewal Tracking : Keeping track of contract renewal dates for vendors and clients, ensuring timely negotiations and updates.

6. Marketing and Business Development Support:

• Prospecting New Clients: Assisting in identifying potential clients and handling outreach efforts to generate leads for logistics services.
• Cold Calling and Email Campaigns Managing email marketing campaigns, newsletters, and client outreach efforts to expand the customer base.
• Follow-Up on Leads : Following up with potential clients to answer questions and schedule meetings or consultations regarding logistics services.
  

• Client Proposals : Assisting in the preparation of proposals for logistics services, detailing service offerings, pricing, and delivery options.
• Presentations Creating presentations for prospective clients, highlighting the logistics company’s capabilities and success stories.

7. Technology and System Management:

• TMS and WMS Assisting with the use and maintenance of Transportation Management Systems (TMS) and Warehouse Management Systems (WMS) for tracking shipments, inventory, and deliveries.
• System Updates Ensuring that logistics software is up to date and functioning efficiently, helping to troubleshoot issues when needed.
• Data Entry : Inputting and managing data in logistics software systems, such as shipment details, inventory levels, and client information.
  

• Logistics Reports Compiling data from various sources to create reports on delivery performance, inventory levels, and transportation costs.
• KPI Tracking Ensuring Assisting in tracking key performance indicators (KPIs) for logistics operations, such as on-time deliveries, cost per shipment, and service levels.

8. Vendor and Supplier Coordination:

• Supplier Coordination Acting as the liaison between the company and suppliers, ensuring timely deliveries of materials, parts, and products.
• Vendor Negotiations Assisting in negotiating rates, terms, and contracts with vendors to optimize costs and services.
• Performance Monitoring : Keeping track of vendor performance to ensure that service levels are met and identifying any areas for improvement.
  
• Freight and Carrier Coordination: : Coordinating with carriers to book shipments, manage delivery schedules, and negotiate rates for transportation services.