Administrative & Export Operations Coordinator

Job Summary As one of the largest used automotive seller in Canada, we are looking to hire Administrative & Export Operations Coordinator to join our team. If you are interested in a challenge and would like to learn then this is the place for you. We are seeking a dynamic and detail-oriented Administrative & Export Operations Coordinator to streamline and oversee our export activities and administrative functions. This pivotal role involves coordinating logistics, managing documentation, supporting procurement processes, and ensuring seamless communication across supply chain operations. The ideal candidate will possess strong organizational skills, process improvement expertise, and a passion for optimizing export workflows to enhance overall efficiency and customer satisfaction. 1. Administrative Operations Coordinate daily administrative activities and ensure smooth and efficient office operations. Support and coordinate administrative processes and collaborate with other departments to maintain an effective workflow. Handle incoming calls, respond to routine inquiries, and direct calls or requests to the appropriate personnel when necessary. Schedule and confirm appointments and meetings with customers, visitors, and business representatives. Arrange business travel for senior management, including flights, hotel accommodations, and rental vehicles. Prepare meeting notes, summaries, reports, and other administrative documents as required. 2. Vehicle Export and Shipment Coordination Coordinate vehicle export activities and provide administrative support throughout the export process. Arrange and monitor vehicle transportation within Canada and to international destinations. Coordinate shipment schedules, dispatch transportation services, and communicate with transportation companies to ensure timely delivery. Maintain regular communication with buyers, U.S. clients, export specialists, U.S. registered importers, the Ministry of Transportation, and other relevant parties. Track shipment progress, maintain accurate records, and follow up on outstanding matters to support smooth export operations. Assist with the preparation, organization, and maintenance of export-related documentation and records. 3. Data Management and Reporting Use Microsoft Excel to enter, organize, update, track, and verify operational data. Maintain accurate spreadsheets, shipment records, and administrative databases. Prepare routine reports, summaries, and data reconciliations to support daily operations and management reporting. Review information for accuracy, identify discrepancies, and follow up on missing or inconsistent data. Maintain organized electronic files and ensure business records are accurate and up to date. 4. Communication and Coordination Communicate and coordinate with internal departments to facilitate efficient business operations. Maintain professional and timely communication with customers, suppliers, transportation providers, and external business partners. Follow up on outstanding requests, shipment updates, and administrative matters to ensure timely resolution. Qualifications and Skills Skills and Qualifications Strong reporting and administrative writing skills. Proficiency in Microsoft Office applications, particularly Excel, for data entry, data management, report preparation, and information tracking. Ability to manage administrative processes and coordinate daily operations efficiently. Strong organizational and time-management skills, with excellent attention to detail. Ability to review, organize, and analyze information to support daily business operations. Strong problem-solving skills and a professional approach to handling business matters. Knowledge of supply management and inventory control is an asset. Quick learner with the ability to adapt to new systems, procedures, and tasks. Ability to multitask, prioritize competing demands, and work effectively under pressure. Ability to work independently and collabor…

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