Job Overview: The Administrative Assistant provides high-level administrative support to the Supply Chain and Accounting Departments by conducting daily administrative duties to ensure efficient operations across both departments by providing impeccable record-keeping, accurate reporting, timely correspondence, and clear communication. Job duties and responsibilities include but are not limited to:
Responsibilities and Duties: - Regularly enter and update data to track the performance of our fulfillment team, making sure that information is accurate and up to date.
- Prepare the necessary paperwork for booking orders, making sure all are documented and processed correctly.
- Coordinate with our third-party logistics (3PL) partners to arrange shipments, ensuring that schedules are followed and communicated clearly.
- Assist the Fulfillment Floor Manager by providing them with the required daily paperwork and documentation to keep operations running smoothly.
- Communicate with the frozen warehouse team to make sure orders are pulled and ready for dispatch on time.
- Print and organize shipping labels daily to support fulfillment of orders.
- Access vendor portals weekly to retrieve and review invoices, ensuring billing accuracy before approval.
- Contact vendors to address any billing inquiries related to invoices or quotes.
- Collect all receipts weekly and compare them against billing invoices to verify accurate charges.
- Track and maintain up-to-date records for all trucks, including mileage, reefer status, IFTA tracking, and repair history.
- Gather necessary information and submit insurance claims promptly for all truck repairs and monitor claim status.
Qualifications: - Associate's degree
- 2 years of Administrator Experience is a plus
- Proficiency in Microsoft Outlook, PowerPoint, and Excel
- Ability to multi-task and prioritize duties
- Highly organized
- Pleasant and customer friendly disposition