Administrative Assistant

Job Description

Job Description

We are seeking a detail-oriented and customer-focused Administrative Assistant to support daily plant operations through a combination of customer service, administrative, inventory, and logistics functions. This role serves as a key liaison between customers, plant personnel, and internal departments while helping ensure the accurate processing of orders, shipments, inventory transactions, and operational documentation.

The ideal candidate is highly organized, thrives in a fast-paced manufacturing environment, and enjoys balancing customer interaction with administrative and logistics responsibilities.

Key Responsibilities

Customer Service & Administrative Support

• Serve as the primary point of contact for routine customer inquiries regarding orders, product availability, shipment status, and delivery schedules.
• Process and maintain customer, order, shipment, and operational information within company systems, ensuring accuracy and completeness.
• Provide administrative support to plant leadership, including data entry, reporting, spreadsheet management, document preparation, and recordkeeping.
• Coordinate communication between customers and internal departments, including Production, Purchasing, Transportation, Sales, and Customer Service.
• Research and assist in resolving customer, inventory, shipment, and documentation discrepancies in a timely and professional manner.
• Maintain organized electronic and physical records and support special projects as needed.

Shipping, Receiving & Logistics Support

• Provide backup support for shipping and receiving activities under the direction of the Plant Supervisor.
• Prepare and process shipping documentation, including Bills of Lading (BOLs), shipping labels, packing lists, and related records.
• Coordinate carrier pickups and deliveries, track shipments, and communicate shipment updates to customers and internal stakeholders.
• Process shipping and receiving transactions within ERP or inventory management systems.
• Identify and communicate shipment discrepancies, shortages, damages, or documentation issues and assist with resolution efforts.
• Support freight, customs, and cross-border documentation processes as needed.

Inventory & Plant Operations Support

• Assist with inventory transactions, cycle counts, reconciliations, and inventory accuracy initiatives.
• Research and resolve inventory discrepancies in partnership with plant personnel.
• Support accurate documentation and movement of materials throughout the facility.
• Maintain organized administrative, shipping, and receiving work areas.
• Collaborate with warehouse, production, and administrative teams to support daily operational goals.
• Participate in continuous improvement initiatives related to customer service, inventory, logistics, and administrative processes.

Qualifications

• Previous experience in customer service, administrative support, logistics, shipping/receiving, or inventory control.
• Strong customer service mindset with excellent verbal and written communication skills.
• Proficiency with Microsoft Office applications, including Excel, Word, and Outlook.
• Experience working with ERP, inventory management, or business software systems preferred.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Ability to analyze information, identify discrepancies, and follow issues through resolution.
• High attention to detail and commitment to accuracy.
• Ability to work effectively in a fast-paced manufacturing or distribution environment.