Administrative Coordinator

Overview We are seeking a highly organized and detail-oriented Administrative Coordinator with strong Accounts Receivable experience to support our daily operations within a fast-paced maritime and logistics environment. This role is integral to ensuring accurate billing, effective vendor coordination, seamless purchasing workflows, and reliable administrative support across multiple departments. The ideal candidate is proactive, dependable, and able to manage several priorities simultaneously with accuracy and professionalism. Responsibilities Accounts Receivable & Billing Prepare and process billing for vessels, rebills, and additional services. Maintain and update the Receivables Log. Compile and submit post-vessel reports. Ensure rate sheets remain accurate and current. Monitor Aging Reports and escalate collection concerns as needed. Purchase Orders & Invoice Management Create, manage, and close Purchase Orders from initiation through receipt. Add Work Orders to POs for repairs and services. Review and process invoices within the Web Reporting Tool (WRT). Reconcile monthly BMO credit card statements. Process and track Amazon purchases and vendor orders. Review and resolve Match Error Reports promptly. Vendor & Customer Coordination Submit requests for vendor and customer code setup through Internal Logistec Support. Process credit applications as required. Maintain professional, positive relationships with vendors and customers. Coordinate Certificates of Insurance (COIs) and Workers’ Compensation COIs with Corporate. Distribute COIs to vendors and customers upon request. Administrative Duties Submit Manatee County Utilities meter readings (with photos) by the 21st of each month. Maintain organized filing systems for financial documentation and certificates. Manage multiple deadlines and priorities across departments. Qualifications Required Qualifications 2–3 years of administrative experience with a strong Accounts Receivable background. Proficiency with accounting/ERP systems and Web Reporting Tools. Proficiency in Excel skills and strong data-management capabilities. Exceptional organizational skills and attention to detail. Strong written and verbal communication skills. Ability to work independently while managing multiple priorities effectively. Preferred Qualifications Experience in maritime, shipping, port operations, or logistics. Familiarity with vessel billing and port documentation. Experience with Purchase Order systems and invoice workflows. Understanding credit card reconciliation and month-end processes. Work Environment Professional office setting. Monday–Friday schedule (7:00 AM–3:00 PM or 8:00 AM–4:00 PM). Must be able to obtain a TWIC card. No overtime required. Collaborative and supportive team environment.