Administrative Assistant

Job Summary

We are seeking a detail-oriented, proactive Administrative Assistant to support our fast-paced operations team. This role bridges the purchasing and logistics/shipping departments. The ideal candidate will handle customer and vendor relationships, handle daily administrative tasks while processing purchase orders, and coordinate shipping and receiving activities for small packages, and freight shipments. This role requires a versatile individual who can handle general office duties, process purchase orders and manage logistics documentation

Key Responsibilities

Shipping & Receiving

• Shipment Coordination: Prepare shipping documentation (bills of lading and packing lists) for daily shipping.
• Carrier Management: Coordinate with carriers (UPS and freight companies) to schedule pickups and track deliveries.
• Receiving: Reconcile incoming deliveries and enter data into the system.

General Administrative Support

• Maintain accurate, up-to-date filing systems for purchasing and logistics records.
• Provide general office support, including answering phones, scanning, and data entry.
• Reconcile freight bills, enter information into accounting software and excel spreadsheets

Purchasing & Inventory

• Order Processing: Prepare, process, and track purchase orders (POs) for raw materials and supplies based on company needs.
• Vendor Management: Research potential suppliers, obtain quotes, and maintain strong relationships to ensure cost-effective procurement.
• Inventory Control: Monitor stock levels, perform cycle counts, and update inventory management systems with incoming/outgoing stock.
• Production Support: Create, issue, and track work orders for production.

Required Qualifications & Skills

• High School Diploma or GED required
• 1–3 years of experience in an administrative role, with specific experience in purchasing, logistics, or inventory control.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word).
• Experience with ERP or inventory software (Sage) is a plus.
• Strong verbal and written communication skills.
• Exceptional organizational skills and attention to detail to ensure accuracy in data entry and shipping records.

Benefits

• Health and Dental Insurance
• 401(k) with company matching
• Paid time off (PTO)