Administrator - High & Heavy

Glovis • Irvine, CA

11d • Onsite

About The Position

The High & Heavy Team is responsible for managing, coordinating, and overseeing the transportation of oversized, overweight, and project cargo throughout North America. The team oversees all aspects of logistics operations, including transportation planning, carrier selection, route evaluation, terminal coordination, project execution, and customer communication. Working closely with customers, carriers, ports, terminals, engineering firms, and regulatory authorities, the team ensures that specialized cargo is transported safely, in compliance with applicable regulations, and in a cost-effective manner. Through these efforts, the team minimizes operational risks while delivering high-quality logistics services that support successful project execution and maximize customer satisfaction.

Requirements

• Associate’s degree
• 1-2 years of administrative support, logistics, transportation, freight forwarding, accounting support, or document control experience
• Document control and records management
• Billing, invoice, settlement, and cost-tracking accuracy
• Microsoft Excel and business reporting
• Organization, prioritization, and follow-through
• Data entry and database maintenance
• Written and verbal communication
• Ability to sit in front of a desk and/or in front of the computer for long periods
• Repetitive use of hand/grasping product, writing, and typing
• Stand/walk
• Carry/lift up to 20 pounds

Nice To Haves

• Bachelor's Degree
• 2-5 Years of trucking, project logistics, carrier administration, billing/settlement, contract support, or transportation operations experience

Responsibilities

• Support the coordination of oversized, overweight, and project cargo transportation activities from origin to final destination.
• Assist with transportation planning and execution based on customer requirements, cargo specifications, and project schedules.
• Coordinate shipment status updates and communicate transportation progress to internal and external stakeholders.
• Monitor shipment activity and assist in resolving operational issues to maintain project schedules.
• Coordinate daily communication with carriers, warehouses, terminals, ports, and service providers.
• Assist with scheduling transportation activities and equipment assignments.
• Support carrier onboarding, documentation collection, insurance verification, and vendor compliance processes.
• Maintain transportation records and vendor information in company systems.
• Prepare and maintain transportation documents, permits, shipping instructions, status reports, and project records.
• Assist with permit applications, route survey coordination, escort arrangements, and regulatory requirements.
• Ensure transportation documentation remains accurate and compliant with applicable regulations and company procedures.
• Support contract administration and document retention requirements.
• Maintain operational reports, shipment tracking logs, KPI reports, and transportations databases.
• Compile project updates and operational data for management review.
• Assist with transportation cost tracking and invoice validation.
• Support project teams with administrative and operational activities required for project execution.
• Serve as a point of contact for routine customer, carrier, and vendor inquiries.
• Coordinate information among Operations, Procurement, Customer Service, Accounting, and other internal departments.
• Support customer meetings by preparing operational updates, reports, and project documentation.
• Maintain positive working relationships with customers and transportation partners.
• Identify opportunities to improve operational efficiency and administrative processes.
• Support implementation of standard operating procedures (SOPs) and best practices.
• Assist with maintaining operational consistency, service quality, and customer satisfaction.
• Support RFQ, quotation, proposal, audit, and new-project setup activities.
• Assist with SOP updates, training records, process standardization, and data cleanup.
• Provide backup support for daily project coordination and shipment-status reporting.
• Travel occasionally to customer locations, ports, terminals, warehouses, manufacturing facilities, and project sites as required.
• Support cargo inspections, site visits, operational meetings, and project execution activities.
• Participate in route surveys, loading and unloading observations, and transportation assessments when required.
• Provide operational support outside of normal business hours when necessary to meet project requirements and transportation schedules.

Benefits

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Health Care & Dependent Care Flexible Spending Accounts (FSA)
• Basic Life and AD&D as well as Short-Term & Long-Term Disability
• Paid Vacation, Holidays, and Sick leave
• Hospital and Critical Illness Insurance
• Wellness Program and Gym Reimbursement
• 401(k) with Generous Matching
• Referral Bonuses
• Auto Allowance
• Quarterly Employee Lunches, Summer Refreshments, and Monthly Team Building Activities
• Discretionary Bonuses
• Tuition Reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree