Administrative Specialist
Job Description
Required Skills & Experience
- 3+ years of experience within customer service, hospitality, etc.
- Not afraid to have difficult client conversations, has dealt with clients over the phone and in-person
- Extremely detail oriented and able to catch on quickly
- MS Office – word, basic excel (data entry and sorting)
- Strong prioritization skills, adaptable, personable, dependable, able to manage deadlines, good communication skills, collaborative
- Personal interest in their mission to protect consumers and someone who understands the weight of what they do and this position’s role in that
- Self-starter, positive energy, professional appearance, punctual, organized, and strong morals and ethical thinking
- Individual MUST be able to maintain Confidential Information
- HS diploma or GED and BS degree or equivalent
- Able to be onsite 5 days a week from 9-5
Nice to Have Skills & Experience
- QuickBooks online – sending low dollar POs
- Adobe Acrobat PDF Editor
- One Drive/DropBox
- Bilingual in Spanish
Job Description
Our client is a top food safety solutions customer committed to keeping companies and their customers safe from food borne illnesses. They have just opened a brand new facility in Lutz, FL just outside of Tampa are are looking for an Administrative Specialist to help support their team.
Responsibilities:
- Order Processing & Order Management
- Tracking Customer Orders and Communicating Updates
- Ordering Limited Products from Vendors (PVS, Aquaphoenix, Prominent, etc)
- Inventory/Spreadsheet Management
- COA Transcription (Changing COA’s from Vendors to Xgenex Template)
- Creating & Sending Customer Invoices
- Customer Support Related to Orders, Sending Documents to Customers
- Updating Documents (Letters of Guarantee, Certificates, Allergen Statement, GMP
Statement, OMRI, Kosher, Halal, etc)
- Sending Updated Documents to Customers Automatically (i.e. Sending Updated
Kosher Certificate to all Kosher Customers in January)
- Responding to Customer Requests (3rd Party Audit Inquiries, COI Inquiries, SDS
Requests, etc)
- Managing Database of Xgenex Documents to Ensure they are Current
- Administrative Duties as Needed (Filing, Records Keeping, Data Entry, etc)
