Administrative Coordinator

The 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.

Acting as the liaison for Wallenius Wilhelmsen to our customers and carriers:

• Review Nissan Fleet Upfit approved/unapproved reports, confirm purchase orders from Fleet Management Companies, and validate POs against issued quotes for accuracy.
• Develop weekly operational summaries for Supervisors and Leads detailing vehicle information, production dates, models, fleet order numbers, VINs, equipment requirements, and service codes.
• Create and maintain secure financial summaries covering quotes, purchase orders, equipment costs, and service codes to validate billing information.
• Generate 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.
• Prepare Nissan Ship-Thru reports covering equipment status, production timelines, and four-week upfit forecasts, and provide updates during Nissan Fleet Distribution meetings.
• Coordinate vehicle shipping, movements, inventory, carrier releases, documentation, assignments, allocations, and pickup/delivery scheduling in partnership with operations and Customer Service.
• Serve 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.
• Provide 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.

• Excellent written and verbal communication skills
• Highly organized, customer service and attention to detail
• Basic math and computer skills are required
• proficient in MS Excel, working knowledge of MS Windows and Word with emphasis on keeping organized Outlook files

One year of experience in customer service or inventory control procedures preferred

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.

• Choose from a range of low-cost health insurance options to support your well-being including medical, dental and vision t
• Secure your financial future with an industry-leading company-matching 401(k) plan
• Company paid life insurance, short-term and long-term disability
• Explore career development with access to on-the-job training
• Access to exclusive discounts on attractions, automotive, travel and more!

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.

At Wallenius Wilhelmsen, you’ll join a global leader in shipping and logistics with more than 9,000 colleagues…