Administrative Assistant from EDA Staffing

Looking for Bilingual Applicants!

Administrative Assistant

Temp-To-Perm (3-4 months temp, then convert to perm)

Boston, MA (Near the Leader Bank Pavilion)

We are looking for an Administrative Assistant to work closely with our Director of Sales and Purchasing. Your role is to support and play a key role in the day-to-day processes, ensuring high levels of organizational effectiveness and communication.

As an Administrative Assistant, you will play a crucial role in supporting our sales team and ensuring efficient operations. The position requires attention to detail, excellent organizational skills, and the ability to thrive in a dynamic and sometimes stressful environment.

Responsibilities:

• Take Purchase Orders from high volume customers and convert them to sales orders .
• Cross-reference prices on all purchase orders and communicate any price corrections or supply shortages to buyers via email.
• Utilize online programs like iTrade to cross-reference prices on purchase orders and communicate any discrepancies to buyers.
• Assist with creating price lists and distributions for high volume customers.
• Handle overflow calls and assist customers as needed.
• Assist in making purchase orders in the absence of the primary personnel, ensuring continuity in operations.
• Track inbound shipments coming from Iceland and other countries, compile delivery orders, and manage import payment receipts to ensure smooth customs clearance.
• Collect weight sheets from relevant sources and reconcile with purchase orders.
• Email or fax any weight corrections on purchases made to ensure accurate records.
• Email customers at the end of the day to provide invoices, reviewing invoices and prices for accuracy.
• Print and review Sales Orders from remote sales team members throughout the day, verifying pricing and quantities before processing.
• Enter all pre-orders for the following day to facilitate timely delivery and fulfillment.

Requirements and Skills:

• Previous experience in an administrative or support role, preferably in a fast-paced environment.

• Knowledge of Office Administrator responsibilities, systems, and procedures.
• Proficiency in Microsoft Office (Excel and Outlook in particular)
• Excellent time management skills with the ability to multi-task
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• Familiarity with seafood processing or food industry operations is a plus.
• Our office is bi-lingual (English and Spanish) so being able to speak both is a huge benefit.