Administrative Support Supervisor

Operations Administrative Supervisor

The Operations Administrative Supervisor is responsible for overseeing the administrative functions that support the organization’s warehouses and/or transportation terminals. They ensure accuracy in inventory records, shipment documentation, order processing, dispatch records, and client reporting, while maintaining compliance with service level agreements (SLAs), regulatory requirements, and company standard operating procedures (SOPs). They act as a liaison between Operations and Customer Service, Finance, Accounting, Human Resources, Information Technology, and external partners to ensure seamless coordination and continuous improvement of our administrative processes.

• Lead and develop administrative staff, including Operations Assistants, Coordinators, Specialists, and Account Coordinators; conduct performance evaluations and provide ongoing coaching.
• Assign daily workloads, prioritize tasks, and ensure adequate coverage to support operational needs.
• Resolve escalated administrative issues and serve as the first point of contact for complex customer and business partner inquiries.
• Ensure inbound and outbound shipments, bills of lading (BOLs), advance shipment notices (ASNs), dispatch records, and shipping confirmations are processed accurately and on time.
• Monitor compliance with client cut‑off times, SLAs, routing requirements, and regulatory guidelines.
• Coordinate closely with Operations and Customer Service teams to prevent delays or service failures.
• Support load planning, dock scheduling, and shipment tracking as required.
• Maintain accurate inventory, freight, and system records in Warehouse Management Systems (WMS), Transportation Management Systems (TMS), and related platforms.
• Ensure timely preparation and distribution of operational and client‑specific reporting.
• Act as an escalation point for customer concerns related to documentation, billing, or shipment discrepancies.
• Serve as the designated subject matter expert for Human Resources processes (i.e. recruiting, onboarding, training, performance management cycles, etc.)
• Assist with new hire orientation programs and onboarding compliance, ensuring all new hires complete required documentation and e‑learnings within the required timeframe.
• Ensure adherence to company policies, client SOPs, safety standards, and quality requirements.
• Identify administrative process gaps and implement corrective actions; standardize administrative procedures where applicable across operations.
• Support continuous improvement initiatives aimed at efficiency, accuracy, service performance, and cost control.
• All other duties as assigned to meet evolving business needs.

• Education:
  
  High School Diploma or General Education Development (GED)/equivalent required;
  Associate’s degree (or higher) in Supply Chain Management, Business, or a related field from an accredited college or university preferred.
• Experience:
  
  3+ years’ progressive experience in a 3PL, warehouse administration, transportation administration, or related supply chain/logistics support role.
• Demonstrated ability to supervise frontline teams in a fast‑paced operational environment with a focus on inspiration and performance management.
• Familiarity with inventory management, order fulfillment, and warehouse processes.
• Strong knowledge of inventory control, shipping documentation, and warehouse/logistics operations workflows.
• Experience with Lean, Six Sigma, or continuous improvement methodologies.
• Exposure to quality, environmental, or safety management systems (e.g., ISO standards, OSHA or equivalent).
• Strong organizational and problem‑solving skills; able to manage multiple client priorities in a fast‑paced environment.
• Excellent written and verbal communication skills, comfortable engaging with employees and clients from diverse backgrounds; bilingual fluency in English and Spanish preferred.
• Role‑Specific Technology:
  Proficient with Warehouse Management Systems (WMS), Transportation Management Systems (TMS), (i.e. SAP, Blue Yonder, Manhattan, McLeod, etc.); reporting and data visualization experience preferred.
• Demonstrated discretion…