Administrative Assistant / Logistics Coordinator

Administrative Assistant / Logistics Coordinator

Location: Kearny Mesa (onsite)

Job Summary We are seeking a detail-oriented and customer-focused Administrative Assistant / Logistics Coordinator to support the planning and coordination of household goods and personal effects moves. This role serves as a key point of contact for customers, ensuring a smooth relocation process while providing administrative and logistical support in a fast-paced office environment. The ideal candidate is highly organized, adaptable, and possesses strong communication, multitasking, and customer service skills. Experience within the transportation, logistics, or moving industry is preferred.

Essential Duties & Responsibilities

• Coordinate and assist customers with the movement of household goods and personal effects.
• Provide administrative support in a fast-paced office environment.
• Serve as a primary point of contact for customers, delivering exceptional customer service throughout the relocation process.
• Answer phones, manage correspondence, and respond to customer inquiries.
• Perform data entry and maintain accurate customer and shipment records.
• Review, validate, and process customer documentation for accuracy and completeness.
• Maintain schedules, files, and office systems.
• Utilize Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) in a networked Windows environment.
• Prioritize and manage multiple tasks while meeting deadlines.
• Adapt to changing priorities and handle confidential information with discretion.
• Collaborate effectively with team members and management.
• Perform additional administrative and logistics-related duties as assigned.

Required Skills & Abilities

• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Strong organizational, time management, and multitasking abilities.
• Ability to work independently and as part of a team.
• Detail-oriented with strong problem-solving skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Experience answering phones, data entry, typing, and document review.
• Ability to maintain confidentiality and manage sensitive information.

Education & Experience

• High school diploma or equivalent required.
• 1–3 years of administrative, customer service, logistics, or transportation-related experience.
• Transportation, moving, relocation, or logistics industry experience strongly preferred.
• Experience coordinating customer-facing operations in a fast-paced environment is a plus.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.