Manifest Operations Administrator

POSITION SUMMARY

Under the direct supervision of the Senior Director, National Operations, the Manifest Operations Administrator supports the day-to-day functions of the Manifest Operations team, ensuring accurate documentation, inventory management, and data integrity across company facilities. This role serves as a backup to the Manifest Operations Lead and plays a critical part in maintaining alignment between Sales, Operations, and Accounting.

The position will also oversee the accuracy of shipment documentation and reconciliation across all ports and coolers while supporting compliance with import requirements.

ESSENTIAL RESPONSIBILITIES

• Serve as backup to the Manifest Operations Lead for all manifest entry and coordination activities.

• Manage packing list entries for all commodities during import and citrus seasons; upload documents into Smarterm and distribute to Sales, Operations, QC, and storage facilities.

• Create and maintain a master file to ensure accuracy of Smarterm data and track all grower-related entries.

• Organize and maintain incoming documentation emails by country and grower for quick retrieval.

• Review and verify all incoming documentation for import receiving, including invoices, BOLs, phytosanitary certificates, and certificates of origin.

• Act as the primary contact for customs broker and Accounting for missing or incomplete documentation.

• Support inventory control, maintenance, troubleshooting, and reconciliation across company facilities.

• Manage and reconcile shipping and receiving activity for West Coast and satellite locations.

• Reconcile inventory discrepancies between West Coast and East Coast operations.

• Track and update Canada phytos for stone fruit and Brazilian containers (CTIT/CTOA) within master tracking systems.

• Coordinate inventory management and documentation for rejection returns, ensuring proper tracking, communication, and resolution between Operations, Sales, and Quality Control.

• Make necessary Smarterm adjustments as notified by growers or operational updates prior to fruit arrival.

• Collaborate with Sales and Accounting to address discrepancies in arrival notices, system entries, or grower payments.

• Assist Sales with inquiries related to entered or missing fruit, ensuring data accuracy and timely resolution.

• Assist in grower accounting and distribution of weekly payment files for fruit entered into Smarterm.

• Support the documentation process for tariffs, including ISF and BOL tracking and updates.

• Enter Mexican grape manifests as needed during import season.

• Support the company’s transition to the Famous inventory management system by ensuring readiness, accuracy, and process alignment.

• Identify and recommend opportunities to improve manifest processes, accuracy, and data reporting.

• Collaborate with the Operations and IT teams to streamline documentation workflows and enhance system efficiency.

• Perform other related duties and projects as assigned.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. May perform other duties and projects as assigned.

CORE COMPETENCIES

• Data Accuracy & Documentation Management

• Inventory & Logistics Coordination

• Cross-Functional Communication

• Process Improvement & Technology Adaptation

• Time Management & Organizational Skills

MINIMUM QUALIFICATIONS

Education and Experience

Any combination of education and experience that is likely to provide the required knowledge, skills, and abilities for this position will be considered. Typically, this includes:

• Associates’ degree, foreign equivalent, or equivalent work experience in Operations, Logistics, Supply Chain, or a closely related degree from an accredited institution is required.

• 2+ years of experience in logistics coordination, documentation, or import/export operations preferred.

• Working knowledge with inventory management systems such as Famous preferred.

• Experience within the fresh produce industry or perishable goods logistics preferred.

Knowledge, Skills, and Abilities

The knowledge, skills, and abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This list is not exhaustive, and additional qualifications may be required depending on business needs.

• Strong attention to detail and ability to manage multiple tasks in a fast-paced environment.

• Proficiency in Microsoft Office Suite, including Excel for data tracking and reporting.

• Familiarity with import documentation, including BOLs, invoices, and phytosanitary requirements.

• Strong analytical and problem-solving skills.

• Excellent communication and teamwork abilities across departments and locations.

• Ability to meet deadlines and maintain accuracy under pressure

• Ability to travel domestically as business needs require.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job with or without accommodations.

• Work Location: Office 100%

• Stress Level: Moderate to high.

• Noise Level: Low to moderate in office.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those an employee should possess to successfully perform the essential functions of this job with or without accommodations.

• Continuous periods of sitting or standing while working at a desk, speaking on the phone, work related travel, and working on a computer.

• Sustained frequent movement of the fingers, wrists, hands, elbows, and arms, with twisting, bending, and stooping.

• Specific vision abilities required by this position include adequate close vision, distance vision, color vision, peripheral vision, and focus.

• Must be able to regularly lift up to 25lbs. 

Equal Employment Opportunity (EEOC) Statement:

Pacific Trellis Fruit is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. We celebrate diversity and are committed to creating an inclusive environment for all employees.