Administrative Assistant

Job Description

Job Description

POSITION STARTS OUT AS A CONTRACT COULD GET EXTENDED LONGER OR CONVERT PERMANENTLY BASED ON GOOD PERFORMANCE!

Responsibilities

• Create contract confirmations, Proforma invoices, and any other documents required to execute customer contracts.
• Process all contracts and sales orders for small to medium volume domestic and export customers, ensuring accuracy and completeness.
• Communicate any changes in orders, contracts, or schedules to customers and appropriate internal parties such as production, plant, and sales teams.
• Allocate product to customer orders in alignment with inventory and production availability.
• Review purchase orders, shipping instructions, and associated templates received from customers or sales, and obtain any missing or necessary information.
• Create and process documentation for each contracted shipment, including required government certificates and related paperwork.
• Scan, copy, and prepare courier packages to send documents to customers and other stakeholders.
• File Automated Export System (AES) entries through the ACE Secure Data Portal for applicable contracts in compliance with U.S. Customs and Border Protection requirements.
• Print, sign, stamp, and distribute documentation to customers as needed to support shipments and payments.
• Partner with designated team members to review drafted documents for compliance with internal and external requirements.
• Prepare documentation in accordance with applicable guidelines for presentation to banks to facilitate payment.
• Prepare and review shipping instruction details to ensure accuracy and completeness for all required documents.
• Review ocean Bills of Lading (BOLs) for vessel shipments as necessary to confirm correct shipment details.
• Handle dispatching of loads to appropriate carriers, coordinating schedules and ensuring timely pick-up and delivery.
• Request spot load rates in collaboration with the Logistics Coordinator when needed.
• Review shipping logs from carriers to confirm that loads have shipped as scheduled and in accordance with contract terms.
• Provide weekly contract and shipment status updates to assigned customers, ensuring transparency and timely communication.
• Share and communicate booking information with customers and address any concerns related to shipping details in partnership with the Logistics Team.
• Ensure that pricing information is accurately captured on all processed contracts and sales orders.
• Prepare credits and rebills as necessary, including adjustments for split shipments, damaged bags, or other discrepancies.
• Assist the Technical Services Team by gathering information related to claims, damages, or credits.
• Partner with the Technical Services Team to process customer complaints and support timely resolution.
• Promptly manage all customer communications, including issues and complaints, by responding to emails within 24 hours and answering phone calls in a timely manner.
• Collaborate with the accounting team regarding prepayments of shipments and related financial documentation.
• Maintain organized filing systems, both physical and electronic, for contracts, shipping documents, and customer records.
• Perform general administrative support tasks, including data entry, document scanning, email correspondence, and office support activities.
• Contribute to a positive and cooperative work environment by working effectively with coworkers, management, customers, vendors, and other employees in accordance with company policies.

Essential Skills

• High school diploma or GED or higher.
• Minimum of 2 years of experience in customer service, ideally within small to medium sized food industry businesses.
• Excellent computer skills with working knowledge of Microsoft Excel, Word, and Outlook.
• Experience using Navision or similar enterprise resource planning (ERP) systems.
• Proficiency in operating a 10-key calculator for numerical and financial data entry.
• Strong data entry skills with high accuracy and attention to detail.
• Ability to effectively utilize multiple forms of communication, including email, phone, and written correspondence.
• Ability to prioritize work, manage multiple tasks simultaneously, and meet deadlines.
• Customer service skills, including the ability to address inquiries, resolve concerns, and maintain professional relationships.
• Administrative support skills, including filing, scanning, and document preparation.
• Competence in handling logistics-related tasks such as reviewing shipping instructions, coordinating with carriers, and managing shipping documentation.
• Proficiency with Microsoft Office applications, particularly Excel for data entry and tracking.
• Ability to work collaboratively with cross-functional teams, including sales, logistics, technical services, and accounting.

Additional Skills & Qualifications

• Experience providing administrative support in an office environment attached to warehouse or logistics operations.
• Familiarity with export documentation, including government certificates and ocean Bills of Lading.
• Experience with data entry related to purchase orders, inventory, and shipping information.
• Ability to review and interpret shipping logs, carrier documentation, and customer shipping instructions.
• Strong organizational skills for managing documentation, courier packages, and filing systems.
• Comfort working with email platforms and managing high volumes of customer communications.
• Ability to problem solve and think collaboratively when addressing customer issues or process challenges.
• Experience preparing documentation for banking and payment processes.
• Comfort with clerical tasks such as scanning, copying, and document stamping.
• Inventory awareness and the ability to align product allocation with order requirements.

Work Environment

This role is based in an office setting attached to a large warehouse, providing close proximity to production, inventory, and logistics operations. The environment involves frequent collaboration with sales, logistics, technical services, and accounting teams, as well as regular communication with external customers and carriers. Work is primarily computer-based, utilizing Microsoft Office applications, Navision, email, and various documentation tools for contracts, shipping, and export compliance. The setting supports a structured, process-driven workflow with a focus on accuracy, timeliness, and customer satisfaction.

This is a Contract position based out of Fresno, CA.

The pay range for this position is $20.00 - $22.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Fresno,CA.

This position is anticipated to close on Aug 14, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.