Office Coordinator

Job Description:

The Office Coordinator is responsible for providing operational support and customer service at the station, ensuring timely, traceability, and professional handling of calls, emails, and requests related to air cargo. The role acts as a liaison between clients, operations, warehouse, commercial, and internal departments, ensuring follow-up, clear communication, document control, and compliance with established operational timelines.

Alliance Ground International (AGI) is one of the largest independently owned ground handling companies providing services to 100+ airlines in 61 airports across the U.S. and Canada. We are the home to over 12,000 team members supporting over 1.5B Kilos and over 400K departures. Our Ground division has a strong reputation for aviation ground services. We are committed to providing the highest quality service and continuing our outstanding safety record. As we continue to grow, we only look for the best in the industry.

Job Responsibilities:

• Respond to incoming calls and emails; handle requests from internal and external stakeholders, providing timely, clear, professional, and traceable responses.
• Notify relevant stakeholders of arriving flights during the assigned schedule, ensuring timely communication.
• Send cargo inventory notifications, including storage policies, applicable conditions, and next steps for pickup or further handling.
• Coordinate with internal teams and clients to arrange pickup of cargo stored beyond acceptable timelines, preventing escalation to regulatory hold periods.
• Proactively communicate arrival of perishable or priority cargo (e.g., temperature-sensitive shipments) to designated parties to ensure timely handling and pickup
• Track and follow up on operational irregularities and client-reported issues.
• Respond to legal or claims-related requests within established timelines.
• Monitor ULD inventory, coordinate returns with responsible parties, and maintain visibility of pending equipment.
• Manage clearance, release, and billing processes for special cargo categories, ensuring compliance with applicable requirements.
• Maintain communication with warehouse, imports, commercial, legal, and equipment control teams to ensure follow-up and closure of operational tasks.
• Coordinate with customs or regulatory authorities as needed regarding documentation discrepancies, holds, or compliance-related matters.

Safety, Security and Compliance:

All AGI Team members have a responsibility and duty while at work to:

• Take reasonable care for health, wellbeing, safety, and security of themselves and of others impacted by their actions or omissions while at work.
• Cooperate with their manager / supervisor to allow them to perform or comply with any legal requirements imposed on the company.
• Not intentionally or recklessly interfere with or misuse anything provided by the company in the interests of health, wellbeing, safety, security, or welfare reasons.
• Inform their manager / supervisor of any work situation, equipment, or activity that represents a serious or immediate danger to health, wellbeing, safety, and security.
• Report any hazards, near misses, incidents, accidents, or dangerous occurrences to their manager / supervisor, who will then follow the procedures contained in company and carrier Safety and Security procedures.
• Conduct work in accordance with information and training provided and any specific health, wellbeing, safety, and security rules or procedures.
• Understand AGI Health & Safety and Security policies.
• Attend training courses required by AGI.

Physical Requirements:

• Ability to work in a fast-paced operational and office environment with frequent interruptions and multitasking.
• Prolonged periods of sitting at a workstation while using computers, phones, and other office equipment.
• Frequent use of hands and fingers for typing, data entry, and handling documents.
• Ability to communicate clearly via phone, email, and in person.
• May require walking between office and warehouse areas to coordinate operations or follow up on cargo-related matters.
• Ability to stand intermittently during operational coordination or while supporting warehouse activities.
• Capability to lift or move light items (up to 10-20 lbs.) such as documents, small packages, or office supplies.
• Ability to adapt to varying environments, including office settings and warehouse areas with different noise levels, temperatures, or activity levels.
• Visual ability to read screens, documents, and detailed shipment information accurately.
• High school diploma required. Technical Certification or bachelor's degree in logistics, international trade, business administration, airport operations, or related fields preferred.
• Knowledge of import/export processes, cargo storage, release and billing, inventory management, irregularity handling, claims management, ULDs, BUP, special cargo, and standard office products preferred.
• Fluency in Spanish required. English preferred for interaction with stakeholders.
• If work location is in the United States, must have authorization to work in the United States as defined by the Immigration Reform Act of 1986.If work location is in Canada, must have authorization to work in Canada as defined by the Immigration and Refugee Protection Act (IRPA) of 2001.

AGI offers a comprehensive benefit package for all employees, including paid vacation and medical / dental / vision for full-time qualified employees as well as medical coverage for part time employees. AGI also provides free uniforms and free on-the-job training to all employees. Additional benefits include company-matched 401(k) program, company-paid employee assistance program, voluntary life insurance, and travel discounts on car rentals, hotels, and cruises to name a few.

The successful AGI team member brings their "A" game every day with energy and enthusiasm, respect for their team, and the highest regard for safety!

Alliance Ground International is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. AGI is committed to equal opportunity employment regardless of race, color, ancestry, religion, sex, national, origin, sexual orientation, age, citizenship, marital status, disability or veteran status.