Operations Administrative Assistant

Operations Administrative Assistant

Position Summary
We're looking for an organized, tech-minded Operations Administrative Assistant to support our Operations team. This is a fully remote position that reports directly to the Director of Operations.

This position supports our warehouse operations in Charlotte, Forest City, Phoenix, El Paso, and Austin, along with our Domestic and International Operations teams. The main focus is standardizing how work gets done, documented, taught, and measured across the company. You'll design and manage standard operating procedures for our operating platforms, train team members to use those tools well, and help automate as much as possible, from daily operational activity through customer invoicing. The right candidate likes building structure, explains things clearly, and gets satisfaction from making processes run better.

Key Responsibilities

Operations and Administrative Support

• Provide day-to-day administrative and coordination support to the Director of Operations and the broader Operations team.
• Support warehouse operations in Charlotte, Forest City, Phoenix, El Paso, and Austin, along with Domestic and International Operations.
• Coordinate operational priorities, follow-ups, documentation, meetings, action items, and communication across departments.
• Maintain organized operational records, shared files, forms, templates, contact lists, and recurring reports.
• Assist with customer and shipment documentation, data entry, billing support, and issue follow-up as assigned.

SOP Development and Administration

• Design, document, maintain, and manage standard operating procedures for operational activities and systems.
• Work with subject-matter experts to turn current processes into clear, practical, repeatable instructions.
• Set up document standards, version controls, review schedules, and approval processes for SOPs and job aids.
• Identify process gaps, duplicated work, inconsistent practices, and opportunities to improve accuracy and efficiency.
• Monitor adoption of approved procedures and coordinate updates when workflows, customer requirements, or systems change.

Systems Training and Workflow Automation

• Support the administration and day-to-day use of Velocity WMS, WorldTrak TMS, GoHighLevel CRM, and other operational platforms.
• Create user guides, checklists, process maps, and training materials that help employees learn and use each platform consistently.
• Coordinate new-hire and refresher training, track completion, and confirm user proficiency.
• Partner with Operations, Finance, Sales, and system resources to improve workflows and data handoffs from operational execution through invoicing.
• Identify, test, document, and implement automation opportunities that reduce manual work, improve visibility, and strengthen billing accuracy.
• Maintain user-access records and escalate system, workflow, or data-quality issues to the right owner.

Reporting and Continuous Improvement

• Compile operational information and prepare routine reports, trackers, dashboards, and management updates.
• Follow up on incomplete tasks, missing documentation, system exceptions, and invoicing dependencies.
• Support audits of process compliance, system usage, data accuracy, and SOP effectiveness.
• Recommend practical improvements based on recurring issues, employee feedback, and operating results.
• Assist with special projects and other operational priorities assigned by the Director of Operations.
• Perform other duties as assigned.

Minimum Qualifications

• Two or more years of experience in administrative support, operations coordination, logistics, warehousing, transportation, or a related environment.
• Strong written communication skills and the ability to create clear procedures, instructions, and training materials.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities across several teams and locations.
• Comfort learning business software, troubleshooting basic user issues, and helping others adopt new processes.
• Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
• Sound professional judgment when handling customer, employee, operational, and financial information.

Preferred Qualifications
These are helpful but not required:

• Experience with a warehouse management system, transportation management system, CRM, ERP, or invoicing workflow.
• Experience writing SOPs, running training, improving processes, or supporting workflow automation.
• Familiarity with domestic transportation, international freight forwarding, or multi-site warehouse operations.
• Associate or bachelor's degree in Business, Logistics, Supply Chain, or a related field.

Key Competencies

• Organization and follow-through
• Process documentation and attention to detail
• Technology aptitude and continuous learning
• Clear communication and employee support
• Problem solving and process improvement
• Collaboration across locations and departments
• Confidentiality, reliability, and professional judgment

Work Environment

• This is a remote position. Candidates who live near one of our locations (Charlotte, Forest City, Phoenix, El Paso, or Austin) may be required to come on site.
• Must have a reliable high-speed internet connection and a quiet, dedicated workspace.
• Regular use of a computer, telephone, email, Microsoft Teams, and operational platforms (WMS, TMS, CRM).
• Regular virtual coordination with teams across multiple locations and time zones.
• Must be available during core business hours, which may vary across time zones.
• Must be able to manage competing deadlines and changing priorities.

Performance Expectations
The successful candidate will be expected to:

• Build and maintain a current, organized library of SOPs and training materials.
• Help increase consistent use of our operating platforms across all locations.
• Find and support automation that reduces manual work and improves billing accuracy.
• Follow through on open items, missing documentation, and system exceptions.
• Deliver accurate, timely reports and updates to the Director of Operations.
• Protect confidential customer, employee, operational, and financial information.
• Contribute to a positive, collaborative, service-focused work environment.

Why Join IGL Logistics
IGL is a growing multi-location company, and this role sits at the center of how our teams work. You'll have a direct hand in improving processes, helping employees get more out of their systems, and building processes that grow with us and support customer service, accuracy, and company growth.

Benefits (After 90-day probationary period)

• Health & Ancillary Insurance
• Paid Time Off & 6 Paid Holidays
• 401K

Full-time, salaried role. Compensation ranges from $47,000 to $55,000 annually, depending on experience.

About IGL Logistics Inc.

IGL Logistics is a full-service freight, warehousing, and supply-chain provider, moving goods for businesses across domestic and international markets. Our reputation comes from getting the fundamentals right: shipments that arrive on time, communication that's clear, and a team customers can count on to follow through. A lot of this industry feels transactional. We don't work that way. Our approach is logistics built around you.

Our work goes beyond moving freight. Every shipment is a commitment, and we treat it that way. Our customers count on us to catch problems before they become disruptions, keep their operations on schedule, and work like part of their team instead of one more vendor on a spreadsheet.

That standard starts with our people, and with the systems and processes that support them. As we grow across multiple locations, we're investing in clear procedures, well-trained teams, and tools that work the way they should. We hire people who take ownership, look for solutions, communicate clearly, and do things the right way even when no one's watching. Four things define how we work: we do the right thing, we make it clear and simple, we're genuine with the people we work with and we execute with precision.

That's what logistics built around you looks like from the inside too. Come build it with us.