Position Title:
Administrative Assistant/Shipping Coordinator
Pay Rate: $9.00 - $12.00/Hr.
Job Description:
Under the direction of the Office Manager, this position will be responsible for supporting the Chief Financial Manager, the Director of Operations and the Office Manager in administrative duties. This position will also provide customer service and be responsible for ensuring that all shipping/receiving documents and functions are completed accurately and in a timely manner.
Basic Duties of the Administrative Assistant/Shipping Coordinator include, but are not limited to the following:
- Sort and route incoming mail and prepare outgoing mail
- Communicate with customers, employees and other individuals to answer questions
- Operate office machines, such as photocopiers, scanners, fax machine and personal computer
- Compile, copy, sort and file records of office activities, business transactions and other activities
- Run occasional errands
- Present and maintain a professional receiving environment (Maintain fish aquarium)
- Perform bi-weekly inventory on office supplies and issue supply list to office manager
- Maintain office supply cabinet
- Receive sales orders from warehouse and call freight carriers for shipping quotes
- Add shipping costs to sales orders
- E-mail sales orders/invoices to customers and sales representatives
- Schedule pick ups with freight carriers
- Keep an Excel spreadsheet on all outgoing shipments
- Maintain all open invoices and pertaining documentation in the open invoice file
- Track and monitor shipments
- Assist in organizing special company events
Requirements:
- High school degree or equivalent
- 2-3 years administrative experience desirable
- 2-3 years shipping coordinator experience desirable
- Software skills include: Word, Excel, Outlook and Quick Books
- Multi-tasking
- Well organized and detail oriented
- Ability to work independently and as part of a team