Administrative Assistant

About the role

Company is seeking a Pharmaceutical Distribution & Logistics Administrative Assistant to support seasonal distribution and logistics operations during a critical healthcare supply period. This full-time, onsite position offers an opportunity to gain hands-on experience in pharmaceutical distribution, transportation coordination, and supply chain execution while supporting the timely delivery of flu vaccines across the United States. The Administrative Assistant will work closely with internal teams and external service providers to monitor shipments, maintain documentation, communicate delivery updates, support issue resolution, and assist with inventory monitoring. The ideal candidate is detail-oriented, organized, dependable, and comfortable working in a fast-paced environment with time-sensitive priorities. This position is located onsite in Louisville, Kentucky, and requires availability for 30-40 hours per week with flexibility during peak operational periods.

Responsibilities

• Track daily shipments from origin through final delivery to support on-time transportation performance.
• Monitor shipment activity and proactively identify potential delivery risks or exceptions.
• Escalate shipment issues and follow through until resolution is achieved.
• Obtain and maintain Proof of Delivery (POD) documentation upon request.
• Retrieve packing slips and verify shipment documentation for completeness and accuracy.
• Maintain organized records and documentation that can be easily accessed when needed.
• Document shipment and delivery issues, including delays, shortages, damages, and misrouted shipments.
• Record clear notes, supporting details, and evidence to facilitate timely issue resolution.
• Communicate reliable estimated delivery information and status updates to internal stakeholders.
• Monitor claims activity related to shipment loss, damage, or other transportation incidents.
• Support claim creation, status updates, documentation collection, and closure tracking.
• Communicate professionally with carriers, third-party logistics providers, and other external partners regarding shipment status and corrective actions.
• Follow established operational procedures and documentation requirements.
• Monitor inventory levels and related supply indicators to help prevent fulfillment interruptions.
• Assist with reporting and status tracking activities associated with distribution and logistics operations.
• Collaborate with internal teams to resolve transportation and delivery-related issues.
• Support operational efficiency through accurate data entry, recordkeeping, and process compliance.

Requirements

Education Requirements: Currently pursuing a Bachelor's degree in Supply Chain, Logistics, Operations, Business, Industrial Engineering, Public Health, or a related field.

Experience Requirements: Experience with administrative, logistics, supply chain, transportation, operations, or related activities is preferred. Experience working with time-sensitive tasks and following structured processes is beneficial. Ability to work in a fast-paced environment while maintaining a high degree of accuracy and attention to detail.

Additional Qualifications:

• Strong organizational skills and ability to manage multiple priorities effectively.
• Demonstrated attention to detail and commitment to maintaining accurate records and documentation.
• Ability to communicate clearly and professionally with internal and external stakeholders.
• Ability to identify issues, escalate concerns appropriately, and support resolution activities.
• Willingness to learn pharmaceutical logistics practices, compliance requirements, and operational processes.
• Availability to work 30-40 hours per week during standard business hours, with occasional schedule flexibility during peak periods.
• Ability to work onsite in Louisville, Kentucky.

Required Skills

• Shipment tracking and monitoring.
• Documentation management and recordkeeping.
• Proof of Delivery (POD) retrieval and tracking.
• Packing slip retrieval and documentation verification.
• Data entry, validation, and information accuracy.
• Issue documentation and exception management.
• Delivery status communication and stakeholder updates.
• Claims tracking and administrative support.
• Root cause identification and problem-solving.
• Professional written and verbal communication.
• Customer service mindset.
• Ability to collaborate effectively with internal teams, carriers, and logistics providers.
• Strong follow-through, accountability, and dependability.
• Ability to manage multiple priorities while maintaining quality and accuracy.
• Microsoft Excel, including lookups, filtering, sorting, pivot tables, and basic chart creation.
• Microsoft Outlook.
• Microsoft Teams.
• Microsoft Word.
• Ability to follow established processes and procedures.

Preferred Skills

• Knowledge of transportation, distribution, and supply chain operations.
• Familiarity with less-than-truckload (LTL), parcel, and carrier operations.
• Experience supporting Proof of Delivery (POD) processes.
• Inventory monitoring and supply tracking knowledge.
• Familiarity with Power BI.
• Understanding of temperature-controlled logistics environments.
• Exposure to pharmaceutical, healthcare, or regulated distribution operations.
• Awareness of Good Distribution Practice (GDP) principles.
• Interest in learning chain-of-custody, temperature-control, and compliance-related processes.
• Curiosity, adaptability, professionalism, and a willingness to learn in a team-oriented environment.

Pay & Benefits

Pay: $20.00 - $20.00 /hr. Non-exempt positions are eligible for overtime at a rate of 1.5 times the base hourly rate for all hours worked in excess of 40 in a work week, or as required by state or local law. Final offer amounts, within the base pay set forth above, are determined by factors including your relevant skills, education and experience.

Benefits: Full-time employees are eligible to select from different benefits packages. Packages may include medical, dental, and vision benefits, health savings accounts with qualified medical plan enrollment, 10 paid days off, 3 days paid bereavement leave, 401(k) plan participation with employer match, life and disability insurance, commuter benefits, dependent care flexible spending account, accident insurance, critical illness insurance, hospital indemnity insurance, accommodations and reimbursement for work travel, and discretionary performance or recognition bonus. Sick leave and mobile phone reimbursement provided based on state or local law.