Manifest Operations Administrator

Pacific Trellis Fruit LLC•Tinicum Township, PA

45d•Onsite

About The Position

POSITION SUMMARY Under the direct supervision of the Senior Director, National Operations, the Manifest Operations Administrator supports the day-to-day functions of the Manifest Operations team, ensuring accurate documentation, inventory management, and data integrity across company facilities. This role serves as a backup to the Manifest Operations Lead and plays a critical part in maintaining alignment between Sales, Operations, and Accounting. The position will also oversee the accuracy of shipment documentation and reconciliation across all ports and coolers while supporting compliance with import requirements. The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. May perform other duties and projects as assigned.

Requirements

Data Accuracy & Documentation Management
Inventory & Logistics Coordination
Cross-Functional Communication
Process Improvement & Technology Adaptation
Time Management & Organizational Skills
Associates’ degree, foreign equivalent, or equivalent work experience in Operations, Logistics, Supply Chain, or a closely related degree from an accredited institution is required.
2+ years of experience in logistics coordination, documentation, or import/export operations preferred.
Working knowledge with inventory management systems such as Famous preferred.
Experience within the fresh produce industry or perishable goods logistics preferred.
Strong attention to detail and ability to manage multiple tasks in a fast-paced environment.
Proficiency in Microsoft Office Suite, including Excel for data tracking and reporting.
Familiarity with import documentation, including BOLs, invoices, and phytosanitary requirements.
Strong analytical and problem-solving skills.
Excellent communication and teamwork abilities across departments and locations.
Ability to meet deadlines and maintain accuracy under pressure
Ability to travel domestically as business needs require.

Nice To Haves

Working knowledge with inventory management systems such as Famous preferred.
Experience within the fresh produce industry or perishable goods logistics preferred.

Responsibilities

Serve as backup to the Manifest Operations Lead for all manifest entry and coordination activities.
Manage packing list entries for all commodities during import and citrus seasons; upload documents into Smarterm and distribute to Sales, Operations, QC, and storage facilities.
Create and maintain a master file to ensure accuracy of Smarterm data and track all grower-related entries.
Organize and maintain incoming documentation emails by country and grower for quick retrieval.
Review and verify all incoming documentation for import receiving, including invoices, BOLs, phytosanitary certificates, and certificates of origin.
Act as the primary contact for customs broker and Accounting for missing or incomplete documentation.
Support inventory control, maintenance, troubleshooting, and reconciliation across company facilities.
Manage and reconcile shipping and receiving activity for West Coast and satellite locations.
Reconcile inventory discrepancies between West Coast and East Coast operations.
Track and update Canada phytos for stone fruit and Brazilian containers (CTIT/CTOA) within master tracking systems.
Coordinate inventory management and documentation for rejection returns, ensuring proper tracking, communication, and resolution between Operations, Sales, and Quality Control.
Make necessary Smarterm adjustments as notified by growers or operational updates prior to fruit arrival.
Collaborate with Sales and Accounting to address discrepancies in arrival notices, system entries, or grower payments.
Assist Sales with inquiries related to entered or missing fruit, ensuring data accuracy and timely resolution.
Assist in grower accounting and distribution of weekly payment files for fruit entered into Smarterm.
Support the documentation process for tariffs, including ISF and BOL tracking and updates.
Enter Mexican grape manifests as needed during import season.
Support the company’s transition to the Famous inventory management system by ensuring readiness, accuracy, and process alignment.
Identify and recommend opportunities to improve manifest processes, accuracy, and data reporting.
Collaborate with the Operations and IT teams to streamline documentation workflows and enhance system efficiency.
Perform other related duties and projects as assigned.