Administrative Assistant (Temp-to-Hire)

Administrative Assistant (Temp-to-Hire) – Somerset, NJ

Position Summary

A global company in Somerset, NJ is seeking a detail-oriented Administrative Assistant to support the Sales and Operations team. This position is responsible for processing customer orders, coordinating shipments, and maintaining accurate records using the company's accounting and inventory systems. The role also requires regular communication with customers, vendors, warehouses, and internal departments to ensure smooth order fulfillment and delivery.

Employment Type:

Temp-to-Hire (3-month temporary assignment with potential for direct hire based on performance)

Department: Printer Business Department

Employment Status: Full-Time, Non-Exempt

Location: Somerset, NJ

Work Schedule: Monday–Friday, 9:00 AM – 5:00 PM (1-hour unpaid lunch)

Hourly Rate: $23.00–$30.00/hour

Start Date: ASAP

Work Arrangement: On-site Monday through Friday during the first 3 months, followed by a hybrid schedule upon successful conversion.

Key Responsibilities

• Prepare sales contracts, purchase orders, delivery orders, and shipping instructions.
• Coordinate inbound and outbound shipments and arrange deliveries with warehouse partners.
• Process customer orders and shipment information through the company's internal systems.
• Assist Sales and Operations Managers with daily administrative tasks.
• Communicate with customers regarding order confirmations, pricing, product availability, order processing, and delivery schedules.
• Enter import/export shipment information and inventory data into internal systems and third-party warehouse EDI platforms.
• Issue purchase orders to vendors and process payment information within internal systems.
• Prepare shipping labels for documents and product samples.
• Collaborate closely with warehouse teams to ensure timely and accurate shipments.
• Work with the Accounting Department to resolve AR/AP discrepancies and related issues.
• Review monthly aging reports, document reasons for outstanding balances, update internal records, notify management of collection status, and follow up with customers regarding overdue payments.
• Build and maintain professional relationships with customers, vendors, and internal teams.

Qualifications

Required Experience & Skills

• Minimum 3 years of administrative experience.
• Strong attention to detail and accuracy when reviewing and entering data.
• Excellent verbal and written English communication skills.
• Strong organizational and time management skills.
• Ability to work independently as well as collaboratively in a team environment.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Ability to learn and utilize company systems on a daily basis.
• High School Diploma or equivalent.

Preferred Qualifications

• Advanced Microsoft Excel skills.
• Experience building strong relationships with customers, vendors, and internal stakeholders.
• Knowledge of import/export terminology and logistics processes.

Benefits (Upon Direct Hire)

401(k)

Medical, Dental & Vision Insurance

Life Insurance

Disability Insurance

Paid Time Off (PTO)

Paid Holidays