Job Description

This role is an Administrative Assistant / Expediter supporting buyers by tracking inbound shipments, maintaining visibility of shipments, and updating internal systems . This is a critical operational role focused on logistics coordination and shipment visibility, not a traditional admin position.

The purpose of the role is to remove shipment-tracking burden from buyers , allowing buyers to focus on placing POs.

Key Responsibilities

• Track inbound shipments (domestic and international)
• Monitor shipment milestones and ETA changes
• Update arrival dates and shipment status in Trilogy (proprietary ERP)
• Maintain tracking documentation primarily in Excel
• Pull data from Infor Nexus (when applicable) and external carrier websites
• Manually track shipments when freight is customer-owned
• Communicate delays, changes, and priorities to:
• Buyers
• Suppliers / vendors
• Internal teams
• Work very closely with assigned buyer (“BFF-level” partnership)
• Support prioritization of shipments based on business need (role may grow into more supplier-priority communication over time)

Systems & Tools

Required

• Microsoft Excel (Must-Have – Hands Down)
• VLOOKUP
• IF statements
• Concatenate
• Formulas (calculations, comparisons)
• Outlook & Teams

Shipment Tracking Breakdown

• Company-Controlled Freight
• Tracked via Infor Nexus
• Integrated visibility across shipment milestones
• Customer-Owned Freight
• Requires manual tracking
• Uses carrier websites (UPS, FedEx, vessel tracking)
• More time-intensive and detail-heavy

This role manages both shipment types .

Excel Usage Details

• Weekly cycle of pulling open PO data
• Use SQL-generated data tables as input
• Carry comments forward week-over-week using lookups
• Identify “gaps” that need follow-up
• Continuously update and maintain shipment status documentation

Must-Have Skills

• Advanced Excel proficiency
• Strong written and verbal communication
• Experience tracking shipments (domestic or international)
• Ability to manage repetitive, ongoing work
• Detail-oriented, organized, self-motivated, and able to multitask

Nice-to-Have

• Infor Nexus (shipment tracking platform)
• SQL
• Microsoft Access
• General ERP experience (Trilogy is proprietary; no prior experience expected)

Successful Backgrounds

• Logistics, shipping, imports, or supply chain exposure
• Experience working with imported products
• Prior expediter or buyer support experience

Work Model

• In-office, 5 days per week (initially)
• Opportunity to move to hybrid (Mon/Fri WFH) if converted to full-time and performance is strong
• Buyer partner is onsite full-time

Hiring Urgency

• Extremely urgent

Interview Process

• Interviews will be virtual for speed
• Likely one interview , with a second if needed

Key Notes for Agencies

• This is not a buyer or planner role
• Excel skills will be validated during interviews
• Behavioral questions will be used to confirm real Excel experience
• Accuracy on resumes is critical

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