Administrative Assistant

Description

We are seeking a detail-oriented and organized Customer Support/Administrative Assistant to support administrative, customer service and shipping operations. This role is responsible is also managing front office tasks, coordinating shipping activities, and assisting with order entry processes. The ideal candidate will be a proactive communicator, comfortable working in a dynamic environment, and able to manage multiple priorities with efficiency and accuracy.  

Administrative Duties:

• Answer incoming calls and direct them to the appropriate departments or personnel

• Greet guests and visitors and direct them to the correct department

• Monitor and manage office supply inventory; place orders as needed

• Maintain and update warehouse TV screens with relevant content

• Organize and coordinate company luncheons upon request

• Handle customer correspondence following sales order fulfillment

Shipping Coordination:

• Maintain and manage the shipping calendar

• Create packing slips and Bills of Lading in the ERP system as required

• Coordinate third-party logistics for outbound shipments

• Arrange Less Than Truckload (LTL) and dedicated truck shipments as necessary

• Generate UPS shipping labels using dedicated software

• Track all shipments using Excel and update documentation accordingly

• Maintain hard copy shipment documents and upload them to the correct sales order folders

• Manage shipment photos on company tablets and upload to the proper folders

• Respond to customer inquiries for PRO numbers and Proof of Delivery (POD)

• Prepare commercial invoices and CUSMA documentation for international shipments

• Handle freight claims and coordinate with the necessary departments

Order Entry & Sales Support:

• First point of customer contact and to direct calls to the appropriate departments 

• Acts as a liaison between departments to ensure communication and information flow is correct

• Create digital job folder structures on the network for each new order

• Review customer purchase orders for accuracy prior to entry

• Enter sales orders into the ERP system, including date management and inventory checks

• Route sales orders to operations for internal review and approval

• Send order acknowledgments and confirmations to customers

• Organize and file all documents related to each sales order in designated folders

Requirements

Qualifications:

• Prior administrative or shipping/logistics experience preferred

• Strong organizational and multitasking skills

• Proficiency with ERP systems and Microsoft Office Suite (Excel, Word, Outlook)

• Familiarity with third-party logistics, LTL freight, and shipping documentation

• Excellent communication skills, both verbal and written

• Attention to detail and ability to follow through on multiple tasks

• Experience using UPS WorldShip or similar software a plus

Work Environment:

• On-site position in an office and warehouse-adjacent setting

• Collaborative and fast-paced team environment