Warehouse Administrative Assistant

Job Description

Job Description

Job Type: Full-Time
Department: Warehouse / Operations

Job Summary

We are seeking a highly organized, detail-oriented, and proactive  Warehouse Administrative Coordinator to support daily warehouse and distribution operations.

This position is responsible for sales order processing, inventory administration, shipping and receiving documentation, and coordination between warehouse and office departments.

The ideal candidate is dependable, takes ownership of assigned responsibilities, follows through on outstanding issues, and thrives in a fast-paced environment where accuracy and communication are essential.

Key Responsibilities

• Sales Order Management: Accurately enter, process, and track customer orders, ensuring timely fulfillment and resolution of discrepancies.
• Inventory Control: Maintain accurate inventory records, assist with reconciliations, investigate discrepancies, and follow up on adjustments.
• Shipping & Receiving: Prepare and verify shipping documents, bills of lading, packing lists, and receiving records.
• Purchasing Support: Track purchase orders, monitor incoming deliveries, and coordinate with procurement regarding shortages or delays.
• Administrative Support: Maintain organized records, perform data entry, and prepare operational reports using Excel and company systems.
• Team Coordination: Communicate effectively with warehouse, sales, purchasing, and customer service teams to keep daily operations running smoothly.
• Issue Resolution & Follow-Up: Monitor outstanding orders, discrepancies, and pending tasks to ensure timely resolution or escalation.
• Food Safety & Traceability: Maintain accurate lot codes, product tracking records, and documentation supporting food safety and quality standards.

Qualifications

• Previous experience in warehouse administration, logistics, distribution, or order processing.
• Proficiency in Microsoft Excel, email, and inventory management or ERP systems.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent attention to detail and ability to maintain accurate records.
• Strong communication skills and ability to coordinate across departments.
• Self-motivated, dependable, and committed to completing tasks on time.
• Experience in food distribution, inventory control, or shipping and receiving is preferred.
• Spanish-speaking ability is a plus.

What We're Looking For

We value candidates who demonstrate:

• Accountability: Take ownership of responsibilities and consistently follow through.
• Accuracy: Pay close attention to details and maintain reliable records.
• Initiative: Identify issues early and take action to help resolve them.
• Communication: Keep team members informed and work collaboratively.
• Organization: Manage multiple priorities effectively in a fast-paced environment.

Work Environment

This is a full-time, primarily office-based position within a warehouse and distribution environment. Occasional interaction with warehouse personnel and visits to operational areas are required.

Join our team and play an important role in maintaining accurate, efficient, and well-coordinated warehouse operations.