Administrative Specialist Export Corporate Department

Administrative Specialist for Export Department in our Corp Office

We are currently seeking an Administrative Specialist to work onsite in our busy Export Office in Melville, NY.

The individual will provide essential support for daily office operations, handling tasks like scheduling, correspondence, data management, and customer service. They will act as a central point for information flow, requiring MS Office proficiency, strong organization, communication, and problem‑solving skills to ensure efficiency and support management and team.

• Support the day‑to‑day activities within the Export Department
• Responsible for data entry of purchase orders, generating Proforma Invoices and shipping documents
• Respond to customer inquiries via email or phone or through TEAMS
• Handle the onboarding of new accounts, including obtaining customer information and generating new account documentation
• Liaison to our Warehouse, Production and Operations teams to ensure fulfillment of orders based on inventory and delivery windows
• Written and verbal correspondences with customers, internal departments, freight forwarders, government agencies
• Secure documentation needed for Product Registration
• Manage the printing, organizing, and filing of shipment photos and other documents
• Work with our internal Legal department to secure agreements and other legal documents for customers
• Maintain departmental SOPs and customer lists
• Prepare courier documents for international shipments
• Office file maintenance, both soft and hard copies
• Organize and prepare materials for international trade shows

• High School Diploma
• Minimum 2‑3 years’ experience working in an office environment with administrative duties
• Strong communication skills (both oral and written), excellent customer service skills, well organized, energetic and self‑motivated
• Strong attention to detail and accuracy
• Ability to handle multiple tasks simultaneously with a sense of urgency and initiative
• Working knowledge of Excel, including the ability to create spreadsheets and calculate formulas (candidate will be tested)
• Working knowledge of Microsoft Office (Outlook, Word, Excel)
• Fluent in English with comprehension and reasoning abilities
• Fast learner who can easily follow written instructions
• Spanish or a second language a plus
• Working knowledge of SAP a plus

Competitive salary, Medical, Dental, Vision, Life Insurance, Aflac, Short‑ and Long‑Term Disability, 401(k) with company match, Generous paid time off days and holidays, Opportunities for professional development and growth, Discounted vitamins and supplements. EAP (Employee Assistance Program)