Administrative Assistant

Pyramid Transport•Cranston, RI

3d•Hybrid

About The Position

Pyramid Transport & Cold Storage is a vital pillar in New England's cold-chain infrastructure. Operating from our state-of-the-art facility in Cranston, Rhode Island, we provide temperature-controlled storage, logistics, and distribution services to local, regional, and national food suppliers. We take pride in maintaining an unbroken cold chain that ensures product safety, freshness, and regulatory compliance from dock to shelf. We are seeking a dependable, highly organized, and operationally minded Administrative Assistant to support operations at our Cold Storage Facility and act as the primary assistant to our General Manager (GM). This is an entry-level professional opportunity designed for an individual who wants to build a career in supply chain logistics, operations management, or executive administration. In this role, you will ensure smooth daily administrative functions, helping maintain an efficient, organized office environment while serving as the bridge to the fast-paced reality of an active industrial warehouse environment.

Requirements

High School Diploma or equivalent required.
1–2 years of professional clerical, office administration, or customer service experience.
Proficient in basic computer applications, email correspondence, and spreadsheet navigation.
High accuracy and speed when inputting data, with an ability to quickly learn proprietary warehouse software.
Outstanding time management, strong capability to multitask, prioritize daily workloads, and keep a fast-paced office organized.
Consistent reliability, strict attention to detail, a strong work ethic, and a resilient, solutions-oriented attitude under tight deadlines.

Nice To Haves

An Associate’s or Bachelor’s degree in Business Administration, Supply Chain, or Logistics is a strong plus.
Exposure to an industrial, manufacturing, trucking, or distribution environment is highly advantageous.

Responsibilities

Provide comprehensive clerical and administrative support directly to the General Manager.
Manage daily professional correspondence, screen phone inquiries, filter incoming emails, and coordinate schedules to optimize operational time.
Manage highly accurate, timely data entry for inventory, shipping, receiving, and facility tracking.
Interface with our in-house Warehouse Management System (WMS) to update real-time stock levels, verify Bills of Lading (BOLs), print pallet labels, and check in carriers as needed.
Assist the GM in compiling daily, weekly, and monthly operational reports and Key Performance Indicators (KPIs) regarding energy consumption, warehouse capacity, transport turnaround times, and labor hours.
Maintain, organize, and update physical and digital office files, records, and regulatory compliance documentation.
Keep strict track of daily temperature logs, facility maintenance histories, third-party food safety data, and OSHA safety checklists.
Track office inventory, process administrative invoices, and manage the procurement of facility and office supplies, including insulated Personal Protective Equipment (PPE) for the warehouse crew.
Attend internal shift leadership and safety meetings with the GM to record accurate minutes, track action items, and distribute follow-up timelines.