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Administrative Assistant
Job in
Fresno, Fresno County, California, 93744, USA
Listed on 2026-08-05
Listing for:
Aston Carter
Full Time
position Listed on 2026-08-05
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Data Entry
Job Description & How to Apply Below
Responsibilities
+ 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.
Essential Skills
+ 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.
+ Customer service skills, including the ability to address inquiries, resolve concerns, and maintain professional relationships.
+ Administrative support skills, including filing, scanning, and document preparation.
+ Competence in handling logistics-related tasks such as reviewing shipping instructions, coordinating with carriers, and managing shipping documentation.
+ Proficiency with Microsoft Office applications, particularly Excel for data entry and tracking.
+ Ability to work collaboratively with cross-functional teams, including sales, logistics, technical services, and accounting.
Additional
Skills & Qualifications
+ Experience providing administrative support in an office environment attached to warehouse or logistics operations.
+ Familiarity with export documentation, including…
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