Office Administrator

Office Administrator / Shipping Coordinator

IHORT, LLC – Hollister, CA
Full-Time

Job Overview

IHORT is seeking a friendly, reliable, and highly organized Office Administrator / Shipping Coordinator to join our team in Hollister.

This is a key front-office position that supports our customers and coordinates closely with our sales, production, shipping, and accounting teams. The ideal candidate is comfortable working in a fast-paced small-business environment, communicating with customers and freight carriers, and managing multiple responsibilities throughout the day.

Previous shipping and logistics experience is important for this position. The successful candidate should be familiar with coordinating LTL and FTL freight shipments, as well as processing smaller parcel shipments through UPS and USPS.

We are looking for someone who is dependable, personable, detail-oriented, and willing to take ownership of their responsibilities.

Duties & Responsibilities

• Answer incoming phone calls and assist customers in a friendly and professional manner
• Greet and assist customers, vendors, freight drivers, and visitors
• Provide customer service by phone and email
• Enter and process customer orders accurately
• Communicate with customers regarding order status, availability, lead times, shipping, and general inquiries
• Coordinate closely with production and shipping to ensure orders are ready and shipped on schedule
• Schedule and coordinate LTL and FTL freight shipments
• Communicate with freight brokers, carriers, dispatchers, and drivers
• Obtain freight quotes and assist with determining appropriate shipping methods
• Prepare and maintain shipping paperwork, including Bills of Lading (BOLs) and related freight documentation
• Schedule freight pickups and communicate pickup requirements with our shipping department
• Process UPS and USPS shipments, including preparing shipping labels and documentation
• Track shipments and assist customers with freight or delivery questions
• Help resolve shipping delays, damaged freight, missing shipments, or other transportation issues
• Maintain accurate customer, order, and shipping records
• Perform data entry and maintain spreadsheets and company records
• Use QuickBooks for order, customer, and other administrative functions
• Assist accounting with invoices, customer records, and documentation as needed
• Maintain organized electronic and physical filing systems
• Assist with general office administration and supplies
• Provide administrative support to management, sales, accounting, production, and shipping as needed

Experience & Qualifications

• Previous office administration and customer service experience
• Previous shipping, freight, or logistics experience
• Working knowledge of LTL and FTL freight
• Experience scheduling freight pickups and working with carriers or freight brokers
• Familiarity with Bills of Lading and freight documentation
• Experience processing shipments through UPS and USPS
• QuickBooks experience preferred
• Proficiency with Microsoft Office, including Outlook, Excel, and Word
• Strong computer and data-entry skills
• Excellent written and verbal communication skills
• Strong organizational skills and attention to detail
• Ability to prioritize multiple responsibilities in a fast-paced environment
• Ability to work independently and follow through on tasks
• Friendly, professional, dependable, and reliable
• Comfortable communicating with customers, vendors, truck drivers, sales representatives, and employees throughout the company
• Bilingual English/Spanish is a plus

What We're Looking For

This position requires someone who can be trusted to keep things moving.

Our ideal candidate is someone who shows up consistently, communicates well, stays organized, and doesn't need to be reminded repeatedly to follow through on tasks. You should be comfortable picking up the phone, working directly with customers and carriers, solving day-to-day problems, and helping wherever needed.

Because we are a small company, this is not a narrowly defined corporate office position. You will work directly with several departments and will play an important role in making sure our customers' orders move from the office through production and ultimately to their destination.

About IHORT

IHORT is an established Hollister-based manufacturer serving the commercial horticulture industry. We manufacture and distribute propagation products to growers and customers throughout the United States and internationally.

We offer a small-team environment where communication, reliability, and individual accountability matter.

Job Type: Full-Time
Location: Hollister, CA
Compensation: DOE

Pay: $25.88 - $31.16 per hour

Expected hours: 40.0 per week

Benefits:

• Health insurance
• Paid time off

Work Location: In person