Administrative Assistant

Pharmaceutical Distribution & Logistics Administrative Assistant

Company is seeking a Pharmaceutical Distribution & Logistics Administrative Assistant to support seasonal distribution and logistics operations during a critical healthcare supply period. This full-time, onsite position offers an opportunity to gain hands-on experience in pharmaceutical distribution, transportation coordination, and supply chain execution while supporting the timely delivery of flu vaccines across the United States. The Administrative Assistant will work closely with internal teams and external service providers to monitor shipments, maintain documentation, communicate delivery updates, support issue resolution, and assist with inventory monitoring.

The ideal candidate is detail-oriented, organized, dependable, and comfortable working in a fast-paced environment with time-sensitive priorities. This position is located onsite in Louisville, Kentucky, and requires availability for 30–40 hours per week with flexibility during peak operational periods.

• Track daily shipments from origin through final delivery to support on-time transportation performance.
• Monitor shipment activity and proactively identify potential delivery risks or exceptions.
• Escalate shipment issues and follow through until resolution is achieved.
• Obtain and maintain Proof of Delivery (POD) documentation upon request.
• Retrieve packing slips and verify shipment documentation for completeness and accuracy.
• Maintain organized records and documentation that can be easily accessed when needed.
• Document shipment and delivery issues, including delays, shortages, damages, and misrouted shipments.
• Record clear notes, supporting details, and evidence to facilitate timely issue resolution.
• Communicate reliable estimated delivery information and status updates to internal stakeholders.
• Monitor claims activity related to shipment loss, damage, or other transportation incidents.
• Support claim creation, status updates, documentation collection, and closure tracking.
• Communicate professionally with carriers, third-party logistics providers, and other external partners regarding shipment status and corrective actions.
• Follow established operational procedures and documentation requirements.
• Monitor inventory levels and related supply indicators to help prevent fulfillment interruptions.
• Assist with reporting and status tracking activities associated with distribution and logistics operations.
• Collaborate with internal teams to resolve transportation and delivery-related issues.
• Support operational efficiency through accurate data entry, recordkeeping, and process compliance.

• Currently pursuing a Bachelor's degree in Supply Chain, Logistics, Operations, Business, Industrial Engineering, Public Health, or a related field.
• Experience with administrative, logistics, supply chain, transportation, operations, or related activities is preferred.
• Experience working with time-sensitive tasks and following structured processes is beneficial.
• Ability to work in a fast-paced environment while maintaining a high degree of accuracy and attention to detail.

• Strong organizational skills and ability to manage multiple priorities effectively.
• Demonstrated attention to detail and commitment to maintaining accurate records and documentation.
• Ability to communicate clearly and professionally with internal and external stakeholders.
• Ability to identify issues, escalate concerns appropriately, and support resolution activities.
• Willingness to learn pharmaceutical logistics practices, compliance requirements, and operational processes.
• Availability to work 30–40 hours per week during standard business hours, with occasional schedule flexibility during peak periods.
• Ability to work onsite in Louisville, Kentucky.

• Shipment tracking and monitoring.
• Documentation management and recordkeeping.
• Proof of Delivery (POD) retrieval and tracking.
• Packing slip retrieval and documentation verification.
• Data entry, validation, and information accuracy.
• Issue documentation and exception management.
• Delivery status communication and stakeholder updates.
• Claims…