{"id":1497631,"url":"https://alion.io/job/wallenius-wilhelmsen-administrative-coordinator","title":"Administrative Coordinator","company":{"id":1954134,"name":"Wallenius Wilhelmsen","domain":"walleniuswilhelmsen.com","url":"https://alion.io/company/walleniuswilhelmsen","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Smyrna, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":37000,"max_usd":64000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":4005},"experience_years_min":1,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Excel","optional":false},{"name":"Outlook","optional":false},{"name":"Windows","optional":false}],"status":"live","first_seen_at":"2026-09-28T00:00:00Z","employer_posted_date":"2026-09-28","last_verified_at":"2026-10-20T12:09:04Z","board_verified":true,"closed_at":null,"days_open":22,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":22},"description":"Upfit Administrative Support\nThe Upfit Administrative Support position provides administrative, reporting, customer service, and logistics support for Nissan Fleet Upfit operations across Smyrna, Canton, Brunswick, and Oxnard. This role coordinates with Fleet Management Companies, Nissan Fleet Distribution, site operations, suppliers, and internal Upfit teams to validate orders, maintain operational and financial reports, track vehicles through upfit and delivery, coordinate shipping activities, respond to customer inquiries, and provide administrative support for warranty claims.\nWHAT YOU'LL DO\nActing as the liaison for Wallenius Wilhelmsen to our customers and carriers:\nReview Nissan Fleet Upfit approved/unapproved reports, confirm purchase orders from Fleet Management Companies, and validate POs against issued quotes for accuracy.\nDevelop weekly operational summaries for Supervisors and Leads detailing vehicle information, production dates, models, fleet order numbers, VINs, equipment requirements, and service codes.\nCreate and maintain secure financial summaries covering quotes, purchase orders, equipment costs, and service codes to validate billing information.\nGenerate and distribute daily and weekly customer reports tracking vehicles from order submission through dealership delivery, including VPC location, PO/unit numbers, VINs, and delivery status.\nPrepare Nissan Ship-Thru reports covering equipment status, production timelines, and four-week upfit forecasts, and provide updates during Nissan Fleet Distribution meetings.\nCoordinate vehicle shipping, movements, inventory, carrier releases, documentation, assignments, allocations, and pickup/delivery scheduling in partnership with operations and Customer Service.\nServe as a customer point of contact for order and shipment inquiries, customer-supplied equipment, special requirements, delays, and status updates while maintaining accurate inventory and tracking records.\nProvide administrative warranty support by receiving initial calls, completing preliminary troubleshooting, maintaining the warranty log, escalating technical issues to the Engineer/Master Mechanic, and coordinating repairs, suppliers, facilities, and customer follow-up. WHAT YOU'LL NEED\nExcellent written and verbal communication skills\nHighly organized, customer service and attention to detail\nBasic math and computer skills are required\nproficient in MS Excel, working knowledge of MS Windows and Word with emphasis on keeping organized Outlook files EVEN BETTER IF YOU HAVE One year of experience in customer service or inventory control procedures preferred WHEN YOU JOIN US At Wallenius Wilhelmsen, we prioritize your well-being. Our industry-leading benefits and perks are designed to help you thrive in your career and your life outside of work. From affordable healthcare to well-being, we’ve got you covered.\nChoose from a range of low-cost health insurance options to support your well-being including medical, dental and vision t\nSecure your financial future with an industry-leading company-matching 401(k) plan\nCompany paid life insurance, short-term and long-term disability\nExplore career development with access to on-the-job training\nAccess to exclusive discounts on attractions, automotive, travel and more! WORKING CONDITIONS Environmental conditions vary by location, including indoor and outdoor settings. Employees may encounter extreme temperatures, wetness, wind, fumes, dust particles and drafts. Safety is our top priority, and we are dedicated to fostering a safety-first environment, ensuring all precautions are taken to protect our team in every working condition.\nWho We Are\nAt Wallenius Wilhelmsen, you'll join a global leader in shipping and logistics with more than 9,000 colleagues across 28 countries. Together, we help move vehicles, equipment, and goods around the world through innovative and sustainable solutions. Our ambition is to lead the way in transforming shipping and logistics.\nOur success is built on our people. Rooted in a strong safety culture and guided by our values - We Care, We Challenge, We Commit - we create an environment where people can grow, contribute, and perform at their best. As a global company listed on the Oslo Stock Exchange, we offer international opportunities within a collaborative and values-driven culture.\nOur Commitment to Equal Opportunities and an Inclusive Workplace\nAt Wallenius Wilhelmsen, our people are fundamental to our success. We believe in the power of bringing people together and value the unique experiences, skills, and perspectives every individual brings. These differences strengthen our ability to support our customers, drive innovation, and succeed as a global organisation. By fostering an inclusive culture where everyone feels valued and empowered to contribute, we create better outcomes for our people, our customers, and our business.","description_format":"text","description_chars":4906,"description_truncated":false,"requirements":{"experience_years_min":1,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":["Health insurance","Life insurance"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Transportation & Logistics","Logistics","Supply Chain"],"lifecycle":[{"event":"open","at":"2026-09-30T02:34:55Z"}],"visa":[],"liveness":{"score":35,"band":"fade","label":"Fading","p_open":1,"p_active":0.629,"p_room":0.55,"age_days":22,"expected_fill_days":20,"reasons":["conf:3","win:tail","comp:junior"],"computed_at":"2026-10-20T05:45:00Z"},"pay":null,"html_url":"https://alion.io/job/wallenius-wilhelmsen-administrative-coordinator","json_url":"https://alion.io/job/wallenius-wilhelmsen-administrative-coordinator.json","meta":{"generated_at":"2026-10-20T14:16:39Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":16018,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-21T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":1954134},"rest":"https://alion.io/mcp/rest/get_company?id=1954134"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fwallenius-wilhelmsen-administrative-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fwallenius-wilhelmsen-administrative-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fwallenius-wilhelmsen-administrative-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/wallenius-wilhelmsen-administrative-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fwallenius-wilhelmsen-administrative-coordinator"}]}