Administrative Support

Job Title: Administrative Support Specialist

Job Description

The Administrative Support Specialist provides comprehensive documentation, shipping, and order support to ensure accurate, timely, and well-organized processing of customer orders and shipments. This role focuses on managing paperwork, maintaining digital and physical records, supporting logistics activities, and coordinating with internal teams and customers to resolve documentation and order-related inquiries.

Responsibilities

• Match Bills of Lading with corresponding order paperwork and documentation to ensure complete and accurate shipment records.
• Combine Bills of Lading with related shipment paperwork and prepare complete documentation packets.
• Scan and archive purchase orders and related documentation into the company’s document management system.
• Alphabetize and organize shipment paperwork to maintain easily accessible physical records.
• Print backorder documentation and distribute it to the appropriate sales staff for follow-up.
• Print order labels and related shipping documentation to support timely and accurate order fulfillment.
• Assist with the preparation and coordination of Bills of Lading for outgoing shipments.
• Match Bills of Lading with corresponding order paperwork and certifications to verify shipment compliance.
• Review shipping documentation for completeness and accuracy prior to dispatch.
• Assist with documentation required for freight carriers and customer shipments, ensuring all necessary information is provided.
• Maintain organized shipping records and scanned documentation within the company’s document management system.
• Assist with preparation of shipping paperwork for company truck deliveries, freight shipments, and customer pickup orders.
• Process incoming material certifications and ensure they are accurately recorded.
• Match material certifications to outgoing orders and prepare them with required customer and order information.
• Maintain certification records within internal systems for easy retrieval and audit readiness.
• Provide material certifications to customers upon request in a timely and professional manner.
• Assist with checking, locating, and verifying customer orders to support accurate order fulfillment.
• Help identify and resolve order discrepancies by working with sales, operations, and other internal teams.
• Communicate with customers, sales staff, and operations regarding order status and documentation needs.
• Respond to customer and internal inquiries related to orders, shipping documentation, and certifications.
• Support general administrative, logistics, and documentation control tasks as needed to ensure smooth daily operations.

Essential Skills

• Minimum of 2+ years of experience in administrative support, customer service, logistics support, or operations support.
• Strong attention to detail and a high level of documentation accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple tasks simultaneously in a fast-paced environment.
• Proficiency in Microsoft Office, including Excel, Outlook, and Word.
• Experience with data entry and documentation control.
• Ability to coordinate and communicate effectively across teams.
• Strong problem-solving skills for resolving order and documentation issues.
• Experience with order processing and order entry activities.
• Familiarity with Bills of Lading and shipping documentation.
• Ability to handle customer and internal inquiries professionally and efficiently.

Additional Skills & Qualifications

• Experience with ERP systems or order processing systems is preferred.
• Experience in distribution, manufacturing, or metal service center environments is advantageous.
• Familiarity with inventory processes and documentation organization.
• Experience handling material certifications or detailed order documentation.
• Knowledge of logistics processes, including freight and customer pickup coordination.
• Experience with Bills of Materials and vendor communication is beneficial.
• Strong customer service orientation and ability to build effective working relationships.
• Ability to multitask while maintaining accuracy and meeting deadlines.

Work Environment

This is an in-office position with a standard schedule of Monday through Friday, 7:30 a.m. to 4:00 p.m. The role operates in a professional office environment that requires frequent use of computers, document management systems, and standard office equipment for scanning, printing, and organizing paperwork. The position involves regular interaction with sales, operations, logistics personnel, and customers, with a strong focus on organized, detail-oriented, and time-sensitive work.

Job Type & Location

This is a Contract to Hire position based out of Nashville, TN.

Pay and Benefits

The pay range for this position is $21.00 - $23.00/hr.

Eligibility requirements apply to some benefits and may depend on your job

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