Administrator - High & Heavy

About the role

The High & Heavy Team manages, coordinates, and oversees the transportation of oversized, overweight, and project cargo throughout North America. They support customers in the automotive, freight forwarding, parts distribution, used car, and fuel industries.

Responsibilities

• Support the coordination of oversized, overweight, and project cargo transportation activities from origin to final destination.
• Aid in transportation planning and execution based on customer requirements, cargo specifications, and project schedules.
• Communicate shipment status updates to internal and external stakeholders.
• Maintain shipment activity and resolve operational issues to ensure project schedules are met.
• Coordinate daily communication with carriers, warehouses, terminals, ports, and service providers.
• Schedule transportation activities and equipment assignments.
• Support carrier onboarding, documentation collection, insurance verification, and vendor compliance processes.
• Manage 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 transportation databases.
• Compile project updates and operational data for management review.
• Track transportation costs and validate invoices.
• Support project teams with administrative and operational activities required for project execution.
• Act as a point of contact for routine customer, carrier, and vendor inquiries.
• Collaborate with Operations, Procurement, Customer Service, Accounting, and other internal departments.
• Prepare operational updates, reports, and project documentation for customer meetings.
• 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.
• Provide backup support for daily project coordination and shipment-status reporting.

Requirements

• Associate’s degree
• 1-2 years of administrative support, logistics, transportation, freight forwarding, accounting support, or document control experience

Preferred Qualifications

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

Qualifications

• Associate’s degree
• 1-2 years of administrative support, logistics, transportation, freight forwarding, accounting support, or document control experience

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

Physical Requirements

• 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

Working and Environmental Conditions

• Typical office environment with low-level noise exposure
• This position will be located in Irvine, CA