Administrative Specialist for Export Corporate Department

Job Description

Job Description

Administrative Specialist for Export Department in our Corp OfficeNatural Organics Inc. is a privately held company in Melville, NY proudly doing business for over 50 years. NaturesPlus is the flagship brand of Natural Organics, a family-driven dietary supplement manufacturer that has been trusted by generations of loyal consumers. Our unique fusion of nature and science has led to the development of formulations including multivitamins, shake powders and specialty products tailored to the needs of men, women and children...all designed to enable our customers to live their best lives.We are currently seeking an Administrative Specialist to work onsite in our busy Export Office in Melville New York. Hours are 8:45am-5:15pm with ability to stay later as needed. The individual will provide essential support for daily office operations, handling tasks like scheduling, correspondence, data management, and customer service, acting as a central point for information flow, involving MS Office proficiency, strong organization, communication, and problem-solving skills to ensure efficiency and support management and team.Roles and ResponsibilitiesSupport the day-to-day activities within the Export Department Responsible for data entry of purchase orders, generating Proforma Invoices and shipping documents Respond to customer inquiries via email or direct contact by phone or through TEAMS.Handling the onboarding of new accounts which includes obtaining customer information and generating new account documentation Liaison to our Warehouse, Production and Operations teams to ensure fulfillment of orders based on inventory and delivery windows.Written and verbal correspondences with customers, internal departments, freight forwarders, government agencies.Secure documentation needed for Product RegistrationManage the printing, organizing, and filing of file shipment photos and other documentsWork with our internal Legal department to secure agreements and other legal documents for customers. Maintain departmental SOPs and customer lists.Prepare courier documents for international shipmentsOffice file maintenance, both soft and hard copiesOrganize and prepare materials for international trade shows.Requirements:High School DiplomaMinimum 2-3 years' experience working in an office environment with administrative duties Possess strong communication skills (both oral and written), excellent customer service skills, well organized, energetic and self-motivated.Strong attention to detail and accuracyAbility to handle multiple tasks simultaneously with a sense of urgency. Excellent attention to detail, follow through ability and initiative.Must have working knowledge of Excel, including the ability to create spreadsheets and calculate formulas. Candidate will be tested.Must have working knowledge of Microsoft Office (Outlook, Word, Excel)Must be fluent in English with comprehension and reasoning abilitiesSeeking a fast learner who can easily follow written instructionsSpanish or a second language a plusWorking knowledge of SAP a plusBenefits: Competitive salary, Medical, Dental, Vision, Life Insurance, Aflac, Short- and Long-Term Disability, 401(k) with company match, Generous paid time off days and holidays, Opportunities for professional development and growth, Discounted vitamins and supplements. EAP (Employee Assistance Program)