Shipping Administrative Assistant

Job Description

Job Description

Position Overview:

We’re looking for an organized and dependable professional to support shipping operations and general office functions at our Lebanon, Tennessee facility.

This position helps keep daily order fulfillment running smoothly by preparing shipping labels, packing documents, and other essential paperwork for the warehouse team. The role also assists facility leadership with data entry, reporting, invoice tracking, supply coordination, document management, and routine administrative duties.

The ideal candidate is comfortable working in a fast-moving environment where accuracy and communication are essential. You should be confident using Microsoft Office—especially Excel—and able to coordinate effectively with warehouse, production, inventory, shipping, and administrative personnel.

• Prepare, print, sort, and distribute shipping labels, packing tickets, routing paperwork, and related order documents
• Confirm that addresses, quantities, item information, and other shipment details are complete and accurate
• Coordinate with warehouse and shipping personnel to ensure documents are available when needed
• Help prioritize paperwork based on production demands, shipping schedules, and customer requirements
• Update tickets when orders include substitutions, backorders, cancellations, shortages, or other changes
• Identify documentation errors and communicate discrepancies to the appropriate department
• Assist in resolving printing, system, inventory, and order-processing issues
• Maintain spreadsheets, databases, tracking logs, reports, and operational records
• Enter and update information accurately while protecting confidential company and employee data
• Track vendor invoices and assist with invoice documentation and reconciliation
• Organize and maintain both electronic and physical filing systems
• Compile operational information and prepare reports requested by facility leadership
• Order and track employee uniforms, office supplies, and other facility materials
• Monitor supply levels to ensure frequently used items remain available
• Prepare correspondence, format documents, schedule meetings, and assist with general office coordination
• Answer and route incoming calls, welcome visitors, and respond professionally to routine questions
• Provide administrative assistance during high-volume periods or when other departments need additional support
• Participate in audits, special projects, reporting assignments, and workflow-improvement efforts
• Complete additional clerical and operational duties as needed

• High school diploma or equivalent
• Previous administrative, clerical, office, shipping, or warehouse-support experience is preferred
• Working knowledge of Microsoft Excel, Word, Outlook, and other Microsoft Office programs
• Strong attention to detail and commitment to accurate work
• Ability to organize assignments and manage several priorities at once
• Comfortable working independently while remaining responsive to team needs
• Clear and professional written and verbal communication skills
• Ability to work effectively with employees across multiple departments
• Dependable attendance and a consistent, professional attitude
• Willingness and ability to learn internal software, procedures, and documentation standards
• Discretion when working with confidential or sensitive information
• Customer-service mindset with a proactive approach to solving problems

• Supportive and collaborative work environment
• Competitive compensation and benefits
• Opportunities to develop new administrative and operational skills
• Potential for professional growth and advancement
• A mission-driven workplace that values individual contributions
• A culture built around teamwork, accountability, accuracy, and continuous improvement

If you enjoy keeping information organized, helping teams stay on schedule, and handling important details with accuracy, we encourage you to apply for our Shipping Documentation & Administrative Coordinator position in Lebanon, TN.

You should be proficient in:

• Labor Management Systems Knowledge
• Language: Spanish
• Standard Operating Procedures (SOPs)
• Shipping/Receiving
• Warehouse Experience
• Good Manufacturing Practices (GMP)
• Scheduling Experience
• Refrigerated Warehouse Operations
• Microsoft Excel