Administrative Assistant

Job Description

Job Description

We are looking for a dependable Administrative Assistant to support daily office operations. This contract opportunity with permanent potential is ideal for someone who enjoys balancing communication, documentation, and data accuracy in a fast-paced manufacturing environment. The person in this role will work closely with internal departments and external customers while helping keep orders, shipping records, and administrative processes organized and on schedule.

Responsibilities:
• Support office activities for production and marketing teams by coordinating administrative tasks and maintaining organized documentation.
• Create and format customer quotations, business correspondence, and outgoing materials such as catalogs and product samples.
• Prepare shipment-related paperwork for domestic and international orders, including bills of lading, waybills, packing documentation, labels, and conformance records.
• Receive and track incoming purchase orders and quotations, distribute them to the appropriate teams, and help move orders through the review process.
• Enter order information into computer systems and spreadsheets with a strong focus on accuracy and timely updates.
• Send confirmations to customers for newly received orders and any approved revisions to existing orders.
• Assemble billing support documents, including shipping charge calculations, to assist with accurate invoicing.
• Establish and maintain customer files, generate shipping labels, compile inventory reports, and partner with quality personnel to prepare required certificates.• Previous experience in an administrative support, office assistant, or similar clerical role.
• Proficiency with computers and working knowledge of Microsoft Excel for data entry and record tracking.
• Strong verbal and written communication skills with the ability to interact professionally with customers and coworkers.
• Solid organizational abilities and close attention to detail when handling orders, shipping documents, and reports.
• Dependable work habits with a responsible approach to deadlines, follow-through, and routine office tasks.
• Ability to work collaboratively in a team setting while also managing assigned responsibilities independently.
• Experience with general office support functions such as answering inbound calls, receptionist duties, and maintaining administrative records.