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Executive Administrative Coordinator

2 months ago

Boston, Massachusetts, United States PeopleShare Full time
Position Overview:
We are seeking a dedicated and proactive Administrative Assistant to support our operations in a dynamic shipping organization. This role is pivotal in ensuring smooth administrative processes and effective communication within the team.

Key Responsibilities:
  • Administrative Tasks:
    • Assist in processing invoices, including FedEx and other vendor invoices as assigned.
    • Coordinate approvals for invoices as directed by the finance department.
    • Manage vendor-related issues and provide resolutions as needed.
    • Responsible for scanning and uploading essential documents to the shared server.
    • Handle customer disputes through the Amazon portal efficiently.
    • Support interbranch transfer documentation and tracking.
    • Engage in various projects as assigned by management.
  • Office Management:
    • Ensure timely and organized ordering of office supplies.
    • Manage the call queue, distributing customer service calls or recording caller information during peak times.
    • Prepare ad hoc reports and spreadsheets as required.
    • Cross-train in multiple office functions to provide backup support.
    • Greet visitors and manage inbound and outbound mail effectively.

Qualifications:
  • College Degree or Diploma in Finance or relevant experience in accounts payable/receivable.
  • Prior experience in an administrative role within an office environment is preferred.
  • Familiarity with ERP systems is advantageous.
  • Strong communication skills for interaction with internal and external stakeholders.
  • Ability to multitask and manage a high volume of work efficiently.
  • Capability to work independently and collaboratively within a team.
  • Excellent organizational skills, attention to detail, and time management abilities.
  • Proficiency in Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook.
  • Strong prioritization skills, initiative, and ability to maintain confidentiality.

About PeopleShare:
PeopleShare is a leading staffing agency providing equal employment opportunities across various sectors. We are committed to fostering a diverse and inclusive workplace.