Job Title: Office Logistics Coordinator
Reports To: Vice President, C.O.O.
Job Summary
The Office Logistics Coordinator is responsible for providing administrative and logistical support to ensure the efficient operation of the office and the timely shipment of live freshwater fish to customers nationwide. This role is responsible for coordinating outgoing shipments, booking airline cargo, managing UPS shipping, communicating with customers, maintaining accurate records, and supporting daily office operations.
The Office Logistics Coordinator serves as a primary point of contact for customers regarding orders, shipping schedules, and delivery issues. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple time-sensitive tasks while maintaining exceptional accuracy. Because we ship live animals, attention to detail, excellent communication, and strong organizational skills are essential.
Key Responsibilities
- Answer incoming phone calls and direct inquiries appropriately.
- Respond to customer emails in a professional and timely manner.
- Coordinate and schedule all outgoing shipments of live freshwater fish.
- Book airline cargo shipments for customer orders.
- Create, process, and manage UPS shipping labels and daily shipments.
- Track shipments and proactively resolve shipping delays or delivery issues.
- Contact customers regarding shipping schedules, order updates, out-of-stock items, and shipping-related concerns.
- Recommend suitable substitutions when products are unavailable.
- Facilitate customer order additions and modifications by phone or email.
- Finalize customer orders and verify shipping accuracy before shipment.
- Maintain customer contact information and shipping records.
- Process invoices and maintain accurate customer and inventory records using QuickBooks.
- Coordinate with sales and operations teams to ensure accurate order fulfillment.
- Monitor shipping costs and identify opportunities to improve efficiency.
- Maintain office supply inventory and notify management when replenishment is needed.
- Receive deliveries and distribute incoming packages as needed.
- Provide administrative support to management and other departments.
- Assist with additional office projects and administrative duties as assigned.
Qualifications and Skills
- Excellent written and verbal communication skills.
- Exceptional customer service and interpersonal skills.
- Strong organizational, planning, and time management abilities.
- Demonstrated ability to manage multiple deadlines while maintaining a high level of accuracy.
- Excellent attention to detail and problem-solving skills.
- Ability to work independently and as part of a team.
- Professional phone etiquette and email communication skills.
- Proficiency in Intuit QuickBooks, including invoicing and inventory management.
- Advanced proficiency in Microsoft Excel and Google Sheets.
- Strong working knowledge of Microsoft Office applications.
- Ability to quickly learn new software, shipping platforms, and business systems.
- Experience with UPS WorldShip or similar shipping software is preferred.
- Experience coordinating airline cargo shipments or freight logistics is highly preferred.
Industry Knowledge Preferred
- Interest in the freshwater aquarium hobby and aquatic livestock industry.
- Basic knowledge of freshwater fish species and aquarium terminology is preferred.
- Understanding of the special care and logistics involved in shipping live fish is highly desirable.
- Knowledge of aquarium products, fish health, and customer needs is a plus.
- Willingness to learn industry regulations, shipping procedures, and best practices for transporting live aquatic animals.
Working Conditions
The Office Logistics Coordinator works in a professional office environment with regular interaction between office staff, shipping personnel, and management. This position requires prolonged periods of sitting, computer work, and frequent communication by phone and email. Occasional lifting of office supplies or shipping materials up to 40 pounds may be required.
This position offers opportunities for professional growth into customer relations, logistics management, sales support, and operations as the company continues to grow.
Pay: $18.50 - $19.50 per hour
Ability to Commute:
- Portland, OR 97230 (Preferred)
Work Location: In person
