Executive Administrative Coordinator

2 weeks ago


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

Key Responsibilities:
  • Administrative Duties:
    • Assist in processing FedEx and other invoices as assigned.
    • Secure necessary approvals for invoices in coordination with the Finance department.
    • Manage vendor issues and provide resolutions as directed.
    • Responsible for scanning and uploading critical documents to the shared server.
    • Address Amazon customer disputes through the Amazon portal.
    • Support the tracking of interbranch transfers and other assigned projects.
  • Office Management:
    • Ensure timely ordering of office supplies to maintain operational efficiency.
    • Manage incoming customer service calls and distribute them appropriately.
    • Generate ad hoc reports and spreadsheets as required.
    • Provide backup coverage across various office functions as needed.
    • Greet visitors and manage inbound and outbound mail effectively.

Qualifications:
• A college degree or diploma in Finance or relevant experience in accounts payable/receivable is preferred.
• Previous administrative experience in an office environment is advantageous.
• Familiarity with ERP systems is a plus.
• Strong communication skills with both internal and external stakeholders.
• Ability to handle multiple tasks and manage a high workload efficiently.
• Capable of working independently as well as collaboratively within a team.
• Excellent organizational skills, attention to detail, and time management abilities.
• Proficient in Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook.
• Demonstrated ability to prioritize tasks, take initiative, and maintain confidentiality.

About PeopleShare:
PeopleShare is a leading staffing agency offering a range of temporary to permanent job opportunities across multiple states. We are committed to providing equal employment opportunities to all individuals without discrimination based on race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category.

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