Administrative Assistant

Aston Carter•East Cocalico Township, PA

2d•$22 - $23•Onsite

About The Position

The Administrative Assistant will support the lead administrator by coordinating customer orders, plant production, and transportation activities to ensure that all orders are fulfilled accurately, efficiently, and on time. This role combines customer service, logistics coordination, and administrative support in a manufacturing and industrial environment, working closely with operations, transportation, and leadership teams.

Requirements

At least 1 year of experience in office or administrative duties within a manufacturing or industrial setting.
Proficiency with Microsoft Office, including strong skills in Microsoft Excel.
Familiarity with ERP systems for managing orders, inventory, or production data.
Excellent listening skills and strong interpersonal abilities when working with customers and internal teams.
Clear and professional written and verbal communication skills.
Ability to work efficiently under pressure while managing multiple priorities and deadlines.
Self-motivation with the ability to exercise sound judgment and work independently with minimal supervision.
Strong organizational skills, with the ability to prioritize and execute tasks across multiple projects.
Ability to collaborate effectively in cross-functional, team-oriented environments.

Nice To Haves

Experience with NetSuite (ERP) is a significant plus.
Experience coordinating logistics, transportation, or shipping activities.
Comfort working in a manufacturing or recycling environment with exposure to industrial processes.
Strong attention to detail in data entry, recordkeeping, and reporting.
Ability to adapt to changing priorities and support special projects as needed.

Responsibilities

Receive and process customer orders via phone, email, and online ordering platforms in a timely and accurate manner.
Schedule recurring customer orders to ensure consistent and on-time fulfillment.
Coordinate order fulfillment for customer pickups and deliveries, ensuring all details are clearly communicated and executed.
Respond to customer inquiries and route sales-related questions to the appropriate sales representative.
Collaborate with the Operations Manager to review production schedules and customer requirements.
Coordinate production activities with outsourced manufacturing partners as needed to meet customer demand.
Monitor inventory levels and communicate inventory needs to support production and customer orders.
Schedule and coordinate pickups and deliveries using company-owned trucks.
Arrange transportation with leased tractor-trailer carriers and independent trucking contractors.
Coordinate motor freight and parcel shipments, including UPS and other carriers, to ensure timely delivery.
Communicate shipment schedules and updates with customers, carriers, and internal personnel to support on-time deliveries.
Maintain accurate inventory, production, and maintenance records in accordance with company standards.
Prepare weekly, monthly, and quarterly inventory and production reports for leadership and operations teams.
Reconcile freight invoices and transportation costs to ensure accurate billing and cost tracking.
Process vendor invoices and enter bills into the accounting system in a timely and accurate manner.
Prepare sales, purchasing, and vendor reports as requested by leadership.
Maintain office supply inventory and coordinate the purchasing of office supplies and administrative materials.
Perform general clerical and administrative duties to support daily office operations.
Provide administrative support to onsite and corporate leadership teams as needed.
Assist with business administration activities, special projects, and other duties as assigned.