Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Administrative Assistant to join our team on a contract basis in Seattle, Washington. This role is ideal for a proactive individual who excels at managing communications, tracking tasks, and ensuring smooth operations across departments. In this position, you will play a critical role in supporting various teams and maintaining organizational efficiency.

Responsibilities :

• Monitor shared inboxes and provide timely, accurate responses to wholesale inquiries.
• Organize and prioritize incoming messages based on urgency, customer impact, and service level agreements.
• Draft clear and concise follow-ups to facilitate issue resolution.
• Categorize and log all inbound communications, including purchase order inquiries, shipping requests, vendor setups, and order changes.
• Assign tasks to relevant team members and ensure timely completion of assigned items.
• Maintain a real-time tracker for open items, deadlines, and escalation needs to ensure accountability.
• Track performance metrics daily and weekly, identifying bottlenecks and escalating aging requests as necessary.
• Prepare weekly reports summarizing vendor setup progress, outstanding requirements, timelines, and issues requiring resolution.
• Support issue resolution by coordinating credits, return labels, replacement orders, and service follow-ups.
• Collaborate with cross-functional teams such as Sales, Operations, and Finance to address high-priority accounts and documentation needs.
• Proven experience in administrative support or related roles.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Proficiency in data entry and maintaining accurate records.
• Familiarity with tracking systems and performance reporting.
• Ability to collaborate effectively with cross-functional teams.
• Problem-solving skills and a proactive approach to issue resolution.
• Experience with customer account management and vendor portals is a plus.