Executive Shipping Administrative Assistant

Executive Shipping Administrative Assistant

Location: Valencia, CA (In-Office)
Schedule: Monday - Friday | 9:00 AM – 5:30 PM PST
Pay: $25.00 per hour

Overview:
This is a high-variety, multi-functional role for someone who thrives on wearing many hats. The Shipping Administrative Assistant provides direct daily support to both the Office Manager and Vice President, serving as a key operational link between shipping, invoicing, and customer-facing communication. The ideal candidate is organized, dependable, comfortable switching between tasks throughout the day, and confident communicating in both English and Spanish.

Key Responsibilities:

Shipping & Logistics

• Coordinate and process outbound and inbound shipments via UPS, FedEx, and USPS
• Generate shipping labels, manifests, and tracking documentation; monitor shipments through to delivery
• Compare carrier rates and service options to select the most cost-effective shipping method
• Troubleshoot shipping delays, lost packages, damaged freight, and carrier claims
• Maintain accurate shipping logs and records for audit and reporting purposes

Invoicing & Administrative Support

• Prepare, process, and reconcile invoices using Microsoft GP and QuickBooks
• Match shipping documentation to invoices and purchase orders; resolve discrepancies promptly
• Maintain organized digital and physical filing systems for shipping, billing, and correspondence
• Draft, format, and proofread correspondence, reports, and internal documents
• Order and track office and shipping supplies

Executive & Office Support

• Provide day-to-day administrative support to both the Office Manager and the Vice President, balancing competing priorities and deadlines
• Schedule meetings, manage calendars, and coordinate travel arrangements as needed
• Prepare materials for meetings and assist with special projects as assigned by either supervisor
• Act as backup support across office functions — this role wears many hats with no exceptions

Customer Service

• Serve as a point of contact for customer shipping inquiries, order status, and billing questions
• Communicate professionally with customers and vendors in both English and Spanish, verbally and in writing
• Resolve customer concerns promptly or escalate appropriately to ensure timely follow-up

Qualifications:

• Minimum 2 years of experience in shipping/logistics, invoicing, or administrative support
• Fully bilingual in English and Spanish (written and verbal)
• Hands-on working knowledge of Microsoft GP (Great Plains)
• Hands-on working knowledge of QuickBooks
• Practical experience with UPS, FedEx, and USPS shipping platforms
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent written and verbal communication in both required languages
• Comfortable taking directions from two supervisors and adapting to shifting priorities
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel)
• High level of discretion, reliability, and professionalism

Job Type: Full-time

Pay: $24.00 - $25.00 per hour

Benefits:

• Employee discount

Experience:

• Warm calling: 3 years (Required)
• Appointment scheduling: 3 years (Required)
• QuickBooks: 1 year (Required)
• Appointment software: 1 year (Preferred)
• Call center: 1 year (Preferred)

Language:

• Spanish (Required)

Ability to Commute:

• Valencia, CA 91355 (Required)

Work Location: In person