Administrative Assistant - Distribution Center

Administrative Assistant - Distribution Center

We are seeking a highly organized and dependable Administrative Support Coordinator to provide administrative support to the facility's management team. This role handles driver documentation, accounts payable support, daily route settlements, employee engagement activities, and general operational assistance.

The ideal candidate is proactive, resourceful, detail-oriented, and comfortable managing confidential information while balancing changing priorities.

This position is a one-year contract (W2) with a pay rate of $25.00/hr. The location is San Antonio, Texas 78219. Onsite interviews are available at the warehouse facility located beside the Spurs stadium.

The schedule is MondayFriday, with hours of 8:00 a.m.5:00 p.m. or 9:00 a.m.6:00 p.m.

Key Responsibilities

• Process driver paperwork and resolve documentation issues.
• Investigate inventory and cash discrepancies, then partner with drivers and supervisors to correct errors.
• Maintain files supporting internal audit controls and records-retention requirements.
• Complete monthly closeout and end-of-month administrative procedures.
• Process proof-of-delivery documentation.
• Maintain delivery records to support timely customer payments.
• Validate and manage customer requests for mailed checks.
• Review, track, and follow up on non-sufficient-funds items.
• Process and organize proof-of-delivery paperwork.
• Maintain delivery documentation for accurate and timely payment processing.
• Count and reconcile funds collected from drivers for daily deposits.
• Count and settle up to eight full-service routes per day.
• Investigate and resolve settlement discrepancies with appropriate team members.
• Support facility activities and employee events.
• Prepare and distribute promotional apparel.
• Host meals and meetings for employees.
• Set up meeting spaces and coordinate events with internal partners, including job fairs and holiday parties.
• Provide temporary PTO coverage and support for team members.
• Follow all applicable federal, state, and local regulations, company policies, and safety guidelines.
• Complete additional duties as assigned by the manager or based on business needs.

Required Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Professional handling of confidential information.
• Strong communication and problem-solving skills.
• Ability to work independently while collaborating effectively with drivers, supervisors, and facility partners.
• Flexibility and willingness to take on new challenges.

What Success Looks Like

The successful candidate will maintain accurate records, identify and resolve discrepancies quickly, support timely financial processing, and help create a positive, professional experience for employees and facility partners.