We are seeking a detail-oriented Virtual Administrative & Timekeeping Coordinator to support a US-based shipping and logistics company.
In this role, you will manage employee time cards, upload and organize documentation, and handle administrative follow-ups for management. You will work extensively with spreadsheets and online management systems, catch missing details, and ensure all administrative records are complete, organized, and delivered on time.
Work Schedule: Monday through Friday, 8:00 AM – 5:00 PM (Standard Business Hours).
RESPONSIBILITIES
- Time Card Management (Primary): Collect and review time cards for accuracy, flag missing or incomplete entries, follow up directly with employees, update tracking sheets, and prepare records for management review and payroll processing.
- Documentation & File Management (Primary): Upload documents to designated online systems, maintain consistent folder structures and file naming conventions, review documents for completeness, chase outstanding items, and maintain accurate tracking logs.
- Administrative Support & Follow-Up: Send reminders, maintain Excel or Google Sheets logs, prepare basic operational reports, handle routine email correspondence, track deadlines, and support general clerical and data entry tasks.
Requirements
- Administrative Experience: Direct background in administrative support, data entry, or general office administration.
- Spreadsheet Proficiency: Strong hands-on skills in Microsoft Excel or Google Sheets.
- Document Management: Proven experience uploading, organizing, and systematically managing electronic files and folders.
- Attention to Detail: Exceptional accuracy, organization, and proactive follow-through skills.
- English Proficiency: Clear, professional written and verbal English communication.
- Work Ethic: Ability to work independently, follow established procedures, and handle repetitive tasks accurately and confidentially.
NICE TO HAVES
- Experience with timekeeping, timesheet reviews, or payroll support operations.
- Familiarity with online timekeeping platforms, shared cloud drives, and document management systems.
- Experience supporting remote or multi-employee operational teams.
- Prior experience in the shipping, logistics, or transportation industry (preferred, not required).