Administrative Specialist

Job Description

Job Description

Administrative Specialist

Pittsburgh, PA

At Lange Fresh Sales, we are driven by integrity, dedication, and ambition to find supply chain solutions that work while continually aspiring to be better than yesterday. From the farm to your local market, our work matters, and we are committed to fostering a workplace where diversity, respect, and adaptability are not just values but a way of life.

The Administrative Specialist plays a key role in supporting daily office operations, accounting functions, and vendor communication for Lange Fresh Sales. This position ensures accurate financial processing, maintains high-quality file standards, and provides essential support to Account Managers and northeast regional staff. The ideal candidate is detail‑oriented, organized, and able to manage multiple responsibilities in a fast‑paced environment.

This opportunity is available in the following locations: Pittsburgh, PA.

Responsibilities:

• Serve as the first point of contact for collections and manage accounts receivable.
• Process vouchers for payment.
• Process all invoices, post adjustments, and ensure timely and accurate invoicing.
• Post and deposit all incoming payments (ACH, wire, check).
• Perform audits to ensure files meet quality standards.
• Request invoices and ensure timely payment of files.
• Respond to all payment status requests from vendors.
• Provide backup support for office staff and Southeast Region staff as needed.
• Review closing files, ensuring timely commissioning and preventing delays.
• Answer incoming calls and direct messages to the appropriate recipients.
• Assist with setting up vendors and customers for electronic payments and invoicing.
• Maintain knowledge of open file issues (including PACA and truck claims) and document updates.
• Ensure Account Managers follow proper accounting procedures and record‑keeping standards.
• Oversee ordering of office and printed supplies; conduct price checks for cost efficiency.
• Supervise, coach, and assist support staff to maintain productivity and efficiency.
• Greet new employees and set up accounts and workspaces.
• Maintain storage for closed files and business records per retention policy.
• Sort and distribute incoming mail; prepare outgoing mail.
• Assist in training during new software or procedure rollouts.
• Other duties as assigned.

Basic Qualifications (Required Skills/Experience):

• High school diploma or equivalent.
• 1–2 years of experience as an office manager, administrative support, accounts receivable, or general accounting.
• 1+ years of experience in collections.
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word).
• Strong organizational and time‑management skills.
• Excellent written and verbal communication abilities.
• Ability to handle confidential information with professionalism.
• Strong attention to detail and accuracy.

Preferred Qualifications (Preferred Skills/Experience):

• Experience in produce, logistics, or a similar fast‑paced industry.
• Familiarity with PACA claims, trucking claims, or vendor compliance.
• Experience with accounting or ERP systems.
• Prior experience supervising or training support staff.
• Strong problem‑solving skills and ability to work independently.
• Bilingual (English/Spanish) is a plus.

E-Verify:

All newly hired employees must complete Form I-9 and, where required by law, be verified through E-Verify or E-Verify+. E Verify+ is used for new hires in states that require it or for remote roles.

Equal Opportunity Employer:

Lange Companies is an Equal Opportunity Employer. We make all employment decisions on the basis of ability and job-related qualification, without regard to race, religion, sex, color, national origin, age, disability, sexual orientation, military status, marital status, or any other classification proscribed.