Administrative Assistant

About The Company

Our client is a growing organization seeking a dependable Administrative & Logistics Coordinator to support customer service, shipping, inventory, and general office operations. This position is ideal for someone who enjoys a fast-paced environment, stays organized, and can effectively coordinate with customers, vendors, carriers, and internal teams.

Responsibilities

• Welcome customers, visitors, drivers, and employees while providing professional and responsive assistance.
• Manage incoming calls by identifying the purpose of each call and directing callers to the appropriate department or team member.
• Request and evaluate freight pricing, arrange transportation, and coordinate domestic deliveries.
• Assist with international shipments by working with freight forwarders and ensuring required paperwork is accurate and complete.
• Provide customers and sales personnel with timely updates on orders, shipments, and expected delivery dates.
• Compare freight bills with quoted transportation costs and resolve discrepancies as needed.
• Prepare and maintain paperwork related to inventory transfers between locations and vendor-managed inventory activity.
• Assist truck drivers with shipping and receiving paperwork, including collecting required signatures and documentation.
• Prepare customer billing and shipping paperwork associated with outgoing inventory.
• Monitor vendor-managed inventory levels and help resolve discrepancies between physical and recorded quantities.
• Digitize, file, and organize Accounts Payable and Accounts Receivable documentation.
• Provide backup assistance for Accounts Payable activities as needed.
• Monitor office supply levels and coordinate replenishment to ensure adequate inventory.
• Issue safety supplies and equipment to employees when requested.
• Adjust to changing business needs and assist with additional administrative or operational projects as assigned.

Qualifications

• Strong verbal and written communication skills with a customer-focused approach.
• Excellent organization skills and the ability to manage multiple tasks simultaneously.
• Previous exposure to shipping, freight coordination, transportation, or logistics.
• Previous experience in an administrative role or front-facing customer service role.
• Ability to communicate effectively with customers, vendors, carriers, drivers, sales teams, and internal departments.
• Proficiency with Microsoft Office, email, and other standard business software.
• Comfortable working with business management, inventory, or ERP systems.
• High level of accuracy when handling invoices, inventory records, shipping documents, and other business paperwork.
• Ability to work independently while also contributing effectively to a collaborative team.
• Strong follow-through and attention to detail in a deadline-driven environment.

Additional Details

• This role combines administrative responsibilities with hands-on logistics and shipping coordination.
• The ideal candidate is comfortable shifting between customer service, documentation, inventory, and office support throughout the day.
• This is a contract to hire opportunity and fully in-person.

Pay & Schedule

• Pay: $18-20/hour
• Work Schedule: Monday-Friday 7:00-3:30, 7:30-4:00

Benefits

• Medical, dental, and vision insurance eligibility
• 401(k) eligibility
• Opportunity to gain experience across customer service, logistics, inventory, shipping, and office administration
• Collaborative, fast-paced work environment