Administrative Assistant

Administrative Assistant

Pyramid Transport & Cold Storage is a vital pillar in New England's cold-chain infrastructure. Operating from our state-of-the-art facility in Cranston, Rhode Island, we provide temperature-controlled storage, logistics, and distribution services to local, regional, and national food suppliers. We take pride in maintaining an unbroken cold chain that ensures product safety, freshness, and regulatory compliance from dock to shelf.

Position Summary

We are seeking a dependable, highly organized, and operationally minded Administrative Assistant to support operations at our Cold Storage Facility and act as the primary assistant to our General Manager (GM). This is an entry-level professional opportunity designed for an individual who wants to build a career in supply chain logistics, operations management, or executive administration. In this role, you will ensure smooth daily administrative functions, helping maintain an efficient, organized office environment while serving as the bridge to the fast-paced reality of an active industrial warehouse environment.

Key Responsibilities

• Executive Administrative Support: Provide comprehensive clerical and administrative support directly to the General Manager. Manage daily professional correspondence, screen phone inquiries, filter incoming emails, and coordinate schedules to optimize operational time.
• Accurate Data Entry & Logistics Support: Manage highly accurate, timely data entry for inventory, shipping, receiving, and facility tracking. Interface with our in-house Warehouse Management System (WMS) to update real-time stock levels, verify Bills of Lading (BOLs), print pallet labels, and check in carriers as needed.
• Operational Reporting: Assist the GM in compiling daily, weekly, and monthly operational reports and Key Performance Indicators (KPIs) regarding energy consumption, warehouse capacity, transport turnaround times, and labor hours.
• Compliance & Record-Keeping: Maintain, organize, and update physical and digital office files, records, and regulatory compliance documentation. Keep strict track of daily temperature logs, facility maintenance histories, third-party food safety data, and OSHA safety checklists.
• Procurement & Supply Tracking: Track office inventory, process administrative invoices, and manage the procurement of facility and office supplies, including insulated Personal Protective Equipment (PPE) for the warehouse crew.
• Meeting Coordination: Attend internal shift leadership and safety meetings with the GM to record accurate minutes, track action items, and distribute follow-up timelines.

Workplace Environment & Physical Demands

• Environmental Awareness: While your primary workstation is a clean, climate-controlled front office environment, this role directly supports a cold storage warehouse. You will frequently step out onto the active warehouse floor and loading docks to deliver documentation, check inventory tags, or communicate with dock supervisors.
• Temperature Tolerance: Must be comfortable occasionally entering refrigerated environments (32F to 40F) or freezers (down to -5F) for coordination purposes. All necessary premium thermal PPE and outerwear will be provided by the company.
• Physical Capabilities: Ability to frequently sit, type, use computers/phones, and occasionally lift up to 25 lbs (office supplies, files).

Qualifications & Skills

• Education: High School Diploma or equivalent required. An Associate's or Bachelor's degree in Business Administration, Supply Chain, or Logistics is a strong plus.
• Experience: 12 years of professional clerical, office administration, or customer service experience. Exposure to an industrial, manufacturing, trucking, or distribution environment is highly advantageous.
• Technical & Computer Literacy: Proficient in basic computer applications, email correspondence, and spreadsheet navigation. High accuracy and speed when inputting data, with an ability to quickly learn proprietary warehouse software.
• Core Attributes: Outstanding time management, strong capability to multitask, prioritize daily workloads, and keep a fast-paced office organized. Consistent reliability, strict attention to detail, a strong work ethic, and a resilient, solutions-oriented attitude under tight deadlines.

What We Offer

• Stable, full-time hours in an essential, growing industry.
• Comprehensive Medical, Dental, and Vision coverage.
• Flexible Spending Account (FSA) and 401(k) plan.
• Paid Time Off (PTO), sick leave, and standard corporate holidays.