Administrative Specialist

Our client is a top food safety solutions customer committed to keeping companies and their customers safe from food borne illnesses. They have just opened a brand new facility in Lutz, FL just outside of Tampa are are looking for an Administrative Specialist to help support their team.


Responsibilities:
- Order Processing & Order Management
- Tracking Customer Orders and Communicating Updates
- Ordering Limited Products from Vendors (PVS, Aquaphoenix, Prominent, etc)
- Inventory/Spreadsheet Management
- COA Transcription (Changing COA's from Vendors to Xgenex Template)
- Creating & Sending Customer Invoices
- Customer Support Related to Orders, Sending Documents to Customers
- Updating Documents (Letters of Guarantee, Certificates, Allergen Statement, GMP
Statement, OMRI, Kosher, Halal, etc)
- Sending Updated Documents to Customers Automatically (i.e. Sending Updated
Kosher Certificate to all Kosher Customers in January)
- Responding to Customer Requests (3rd Party Audit Inquiries, COI Inquiries, SDS
Requests, etc)
- Managing Database of Xgenex Documents to Ensure they are Current
- Administrative Duties as Needed (Filing, Records Keeping, Data Entry, etc)

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to View email address on click.appcast.io learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy:


Required Skills & Experience
- 3+ years of experience within customer service, hospitality, etc.
- Not afraid to have difficult client conversations, has dealt with clients over the phone and in-person
- Extremely detail oriented and able to catch on quickly
- MS Office - word, basic excel (data entry and sorting)
- Strong prioritization skills, adaptable, personable, dependable, able to manage deadlines, good communication skills, collaborative
- Personal interest in their mission to protect consumers and someone who understands the weight of what they do and this position's role in that
- Self-starter, positive energy, professional appearance, punctual, organized, and strong morals and ethical thinking
- Individual MUST be able to maintain Confidential Information
- HS diploma or GED and BS degree or equivalent
- Able to be onsite 5 days a week from 9-5


Nice to Have Skills & Experience
- QuickBooks online - sending low dollar POs
- Adobe Acrobat PDF Editor
- One Drive/DropBox
- Bilingual in Spanish


Benefit packages for this role will start on the 1st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.