Administrative Assistant

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