General Facility & Office Support - Administrative Assistant

Distribution & Logistics Internship

Join the Distribution & Logistics team supporting the delivery of flu vaccines across the U.S. During this peak season internship, gain hands on exposure to pharmaceutical distribution, logistics operations, and supply chain execution in a fast moving, mission driven environment. Responsibilities include tracking daily shipments end to end to ensure on time delivery performance; escalating risks and following through to resolution. Source Proof of Delivery (POD) documents upon request and maintain organized, retrievable records. Retrieve packing slips upon request and verify shipment documentation accuracy. Document delivery issues (delays, shortages, damages, misroutes) with clear notes and evidence for timely resolution. Notify internal partners with reliable ETA updates and delivery status changes. Monitor claim activity (e.g., loss/damage) and support case creation, updates, and closure tracking. Communicate with external service providers (carriers/3PLs) professionally to obtain status, PODs, and corrective actions. Monitor supply inventory levels and flags (e.g., low stock, holds) to help prevent fulfillment delays.

Qualifications

Currently pursuing a Bachelor's degree (Supply Chain, Logistics, Operations, Business, Industrial Engineering, Public Health, or related). Strong attention to detail and process discipline; comfortable working with time sensitive tasks. Clear written and verbal communicationable to summarize issues and next steps for different audiences. Proficiency with Microsoft Excel (lookups, pivots, basic charts); familiarity with Smartsheet/Power BI is a plus. Collaborative mindset and willingness to learn pharma compliance basics (chain of custody, temperature control, documentation).

Organization & Attention to Detail

Document management Recordkeeping accuracy Data entry and validation Following established processes and procedures

Communication Skills

Professional email communication Customer service mindset Ability to communicate with carriers and internal stakeholders Clear written documentation of issues and resolutions

Analytical & Problem-Solving Skills

Shipment tracking Issue escalation and follow-up Exception management Root cause identification

Microsoft Office

Excel (lookups, pivot tables, filtering, sorting, basic charts) Outlook Teams Word

Behavioral Competencies

Dependability and accountability Sense of urgency Ability to manage multiple priorities Strong follow-through Teamwork and collaboration Curiosity and willingness to learn Professionalism when interacting with customers and carriers

Preferred / Nice-to-Haves:

Supply Chain / Logistics Knowledge Transportation and distribution concepts LTL, parcel, and carrier operations Proof of Delivery (POD) management Inventory monitoring Technology & Reporting Power BI

EEO: "Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."