Administrative Specialist at FlexCold LLC – Jacksonville, Florida

Position Overview

The Administrative Specialist is a dynamic, cross-functional role supporting customer service, traffic, logistics, and inventory control operations. This position steps in where needed to keep operations running smoothly and efficiently while delivering excellent customer service and maintaining accurate documentation.

When not supporting daily operations, this role will contribute to special projects and process improvement initiatives across the business.

• Provide support across customer service, traffic, logistics, and inventory functions
• Serve as a point of contact for customer inquiries related to shipments, inventory, and orders
• Coordinate inbound/outbound shipments, appointments, and documentation
• Prepare and verify shipping paperwork, including bills of lading (BOLs)
• Perform data entry and maintain accurate records in WMS systems
• Assist with inventory counts, audits, and discrepancy investigations (OS&D)
• Communicate effectively with customers, drivers, and internal teams
• Step in to support high-volume areas or coverage gaps as needed
• Participate in special projects and other duties as assigned

Qualifications

• High School Diploma or GED required
• 1–3 years of experience in administrative, logistics, customer service, or warehouse support preferred
• Strong multitasking and organizational skills
• Excellent communication and problem-solving abilities
• Proficiency in Microsoft Office and ability to learn WMS systems
• Ability to adapt quickly and work in a fast-paced environment

• Full-time position: 5 days per week, 40 hours
• Shifts may vary and include nights and weekends
• Flexibility is required to support different operational areas and shift needs
• Work is performed in both office and warehouse settings, including cold storage environments

This role is ideal for someone who enjoys variety, thrives in a fast-paced environment, and wants exposure to multiple areas of operations while making a direct impact on the business.