Administrative Assistant

Job Description

Job Description

Benefits/Perks

• Compensation: $33,000–$42,000 annually, depending on experience 
• Paid Time Off: 22-24 days a year
• Health/dental/vision Insurance
• 401k Matching
• Career Growth Opportunities

Job Summary

We're looking for a detail-oriented Administrative Assistant to manage order processing, inventory coordination, and shipping documentation for our warehouse operations. This role sits at the center of our fulfillment process — you'll work directly in NetSuite to keep inventory, orders, and shipments moving accurately and on time, while coordinating closely with our warehouse team and communicating directly with customers.



 
This is a great fit for someone who's highly organized, comfortable juggling multiple priorities at once, with excellent written and verbal communication skills and a friendly demeanor.

Responsibilities 
General

• Answer incoming phone calls and route them to the appropriate person
• Develop, update, and maintain relevant office procedures

Netsuite & Order Management

• Input and maintain data in NetSuite
• Receive incoming shipments in NetSuite
• Reallocate inventory across sales orders as needed
• Print completed orders for fulfillment
• Update customer profiles to reflect shipping preferences

Invoicing & Shipping Documentation

• Handle invoicing and shipping for outgoing order
• Prepare shipping documents
• Email customers all relevant documents

Warehouse Coordination

• Communicate with warehouse associates to ensure incoming shipments are received promptly
• Ensure orders are prepared and completed in a timely manner
• Organize and prioritize the shipping queue
• Assign orders to be picked, packed, and shipped

What we're looking for

• Prior experience with NetSuite (or a comparable ERP/inventory system) strongly preferred
• Experience with export/international shipping documentation (SLI, commercial invoices) a plus
• Familiarity with shipping carriers (UPS, FedEx, DHL) and their documentation requirements
• Strong attention to detail — this role involves a lot of data accuracy and document precision
• Comfortable coordinating with a warehouse team and managing shifting daily priorities
• Clear, professional written communication for customer-facing correspondence
• Highly organized with excellent time management skills and the ability to prioritize projects
• Fluent in both English and Spanish.