Administrative Assistant

Contract Position in Fresno, CA

Position starts out as a contract could get extended longer or convert permanently based on good performance!

• Create contract confirmations, Proforma invoices, and any other documents required to execute customer contracts.
• Process all contracts and sales orders for small to medium volume domestic and export customers, ensuring accuracy and completeness.
• Communicate any changes in orders, contracts, or schedules to customers and appropriate internal parties such as production, plant, and sales teams.
• Allocate product to customer orders in alignment with inventory and production availability.
• Review purchase orders, shipping instructions, and associated templates received from customers or sales, and obtain any missing or necessary information.
• Create and process documentation for each contracted shipment, including required government certificates and related paperwork.
• Scan, copy, and prepare courier packages to send documents to customers and other stakeholders.
• File Automated Export System (AES) entries through the ACE Secure Data Portal for applicable contracts in compliance with U.S. Customs and Border Protection requirements.
• Print, sign, stamp, and distribute documentation to customers as needed to support shipments and payments.
• Partner with designated team members to review drafted documents for compliance with internal and external requirements.
• Prepare documentation in accordance with applicable guidelines for presentation to banks to facilitate payment.
• Prepare and review shipping instruction details to ensure accuracy and completeness for all required documents.
• Review ocean Bills of Lading (BOLs) for vessel shipments as necessary to confirm correct shipment details.
• Handle dispatching of loads to appropriate carriers, coordinating schedules and ensuring timely pick-up and delivery.
• Request spot load rates in collaboration with the Logistics Coordinator when needed.
• Review shipping logs from carriers to confirm that loads have shipped as scheduled and in accordance with contract terms.
• Provide weekly contract and shipment status updates to assigned customers, ensuring transparency and timely communication.
• Share and communicate booking information with customers and address any concerns related to shipping details in partnership with the Logistics Team.
• Ensure that pricing information is accurately captured on all processed contracts and sales orders.
• Prepare credits and rebills as necessary, including adjustments for split shipments, damaged bags, or other discrepancies.
• Assist the Technical Services Team by gathering information related to claims, damages, or credits.
• Partner with the Technical Services Team to process customer complaints and support timely resolution.
• Promptly manage all customer communications, including issues and complaints, by responding to emails within 24 hours and answering phone calls in a timely manner.
• Collaborate with the accounting team regarding prepayments of shipments and related financial documentation.
• Maintain organized filing systems, both physical and electronic, for contracts, shipping documents, and customer records.
• Perform general administrative support tasks, including data entry, document scanning, email correspondence, and office support activities.
• Contribute to a positive and cooperative work environment by working effectively with coworkers, management, customers, vendors, and other employees in accordance with company policies.

• High school diploma or GED or higher.
• Minimum of 2 years of experience in customer service, ideally within small to medium sized food industry businesses.
• Excellent computer skills with working knowledge of Microsoft Excel, Word, and Outlook.
• Experience using Navision or similar enterprise resource planning (ERP) systems.
• Proficiency in operating a 10-key calculator for numerical and financial data entry.
• Strong data entry skills with high accuracy and attention to detail.
• Ability to effectively utilize multiple forms of communication, including email, phone, and written correspondence.
• Ability to prioritize work, manage multiple tasks simultaneously, and meet deadlines.
• Custo…