Administrator - West Coast W&D (Heavy Hauling & Warehouse Operations)

Location: Irvine, CA
Compensation: $61.000–$74,000 annually (subject to compensation study upon candidate selection)
Overview
GLOVIS America, a global third-party logistics provider headquartered in Irvine, California, is seeking an Administrator – West Coast W&D to support its Parts Distribution and Freight Forwarding operations.
This role is responsible for coordinating transportation, warehouse, and distribution activities while supporting customer service, carrier management, shipment tracking, documentation processing, and operational reporting. The ideal candidate will have experience within freight forwarding, logistics, or supply chain operations and possess strong organizational, analytical, and communication skills.
Key Responsibilities
Logistics Operations & Shipment Coordination
• Support daily inbound, outbound, inland transportation, and warehouse/distribution operations
• Coordinate domestic and international shipments, including air freight scheduling and transportation management
• Monitor cargo movements and provide shipment status updates to customers and internal stakeholders
• Dispatch and coordinate activities with carriers, drayage providers, airlines, shipping lines, warehouses, and customs agents
• Support urgent transportation requests to meet customer production and delivery requirements
• Manage and update shipment bookings, tracking information, and transportation records
Documentation & Compliance
• Prepare and process shipping documentation, including Bills of Lading, Air Waybills, AES filings, manifests, shipping instructions, certificates of origin, and related import/export documentation
• Ensure compliance with customs regulations, transportation requirements, and customer-specific procedures
• Maintain accurate records and support cargo claims, damage investigations, and insurance documentation
• Monitor airline storage charges and assist with cost-control initiatives
Customer Support & Operational Reporting
• Respond to customer inquiries and provide proactive shipment updates
• Analyze inbound and outbound shipment volumes and maintain ETA, tracking, and delivery reports
• Identify and communicate potential supply chain disruptions
• Support corrective actions and service recovery efforts to maintain customer satisfaction
• Prepare operational reports, presentations, and business analyses as needed
Cross-Functional Collaboration
• Coordinate with operations, warehouse, transportation, and customer service teams to ensure efficient execution
• Support continuous improvement initiatives and process optimization efforts
• Maintain transportation and logistics systems, including shipment management platforms and related databases
• Perform additional duties and special projects as assigned
Required Experience & Skills
Experience
• 5–8 years of experience in Freight Forwarding, Logistics, Supply Chain Management, or Transportation Operations required
• 6–9 years of related logistics experience preferred
• Experience supporting import/export operations and transportation coordination preferred
Core Capabilities
• Strong organizational and multitasking skills
• Excellent written and verbal communication abilities
• Ability to work independently with minimal supervision
• Strong analytical and problem-solving skills
• Customer-focused mindset with strong attention to detail
• Ability to manage multiple priorities in a fast-paced logistics environment
Technical Knowledge
• Intermediate Microsoft Excel skills required
• Proficiency with Microsoft Word, Outlook, and PowerPoint required
• Knowledge of freight forwarding documentation and transportation processes preferred
• Understanding of customs regulations, bonded cargo management, TSA requirements, and C-TPAT compliance preferred
• Forklift operation experience preferred
Education
• High School Diploma or GED required
• Bachelor's Degree preferred
About the Organization
Since 2002, GLOVIS America has provided integrated logistics and supply chain solutions throughout the United States, Canada, and Mexico. The company supports automotive, freight forwarding, parts distribution, used vehicle, fuel, and industrial customers through customized logistics strategies, transportation management solutions, and advanced operational systems.
Why This Role
This position offers the opportunity to support critical logistics and distribution operations within a global supply chain organization. Team members gain exposure to freight forwarding, transportation management, warehousing, customer service, and international logistics while contributing to service excellence and operational efficiency.
What GLOVIS