Administrative Support Specialist

Administrative Support Specialist

This is a night shift position! Frank's Produce is a subsidiary of Charlie's Produce. Frank's delivers quality produce to a wide array of customers in the Seattle area, and occupies a booth at the historical Pike Place Market. They offer great benefits including medical / dental / vision, sick pay, and vacation and more. Our warehouse operations team is one of the most vital departments in the company. We have a dedicated team of receivers who receive up to 200 loads per week. Our picking crew uses state-of-the-art voice pick equipment and they pick several thousand pieces per week. Due to our unique customer service model, we can guarantee next day delivery to our customers which keeps our warehouse operations team very busy 24 hours per day! Charlie's Produce - Who We Are Charlie's Produce is a privately owned wholesale produce company. We are the largest privately owned produce wholesaler on the West Coast, and we are growing. The secret to our success in this industry is PEOPLE! We strive to hire the best and we reward them with a working environment that fosters loyalty, stability, innovation, and growth. Charlie's was founded in quality, and we are proud that it is still our focus. With a team of dedicated people who are passionate about food, supply chain, and their community we are looking for like-minded individuals to help further our goal to enhance our communities through quality produce. What We Offer : An amazing company culture! Medical / dental / vision on the first of the month following hire. ESOP (Profit Sharing) and 401(k). Paid vacations, paid holidays. Pre-tax commuter benefits, and onsite parking. Coverage under State Sick Leave. 100% prepaid college tuition for employees and their dependents. Employee assistance program (EAP). Additional Compensation Details : $26.00 - $28.00 / hr depending on experience. Potential 90-day performance-based raise. Yearly review with possibility of increase based on performance and tenure.

Job Description

Shift : 7 : 00pm - 3 : 30am (some flexibility on start time) Weekends, holidays, and OT to be expected

Job Summary : We are looking for a dependable and detail-oriented Administrative Support Specialist to join our operations team. This role plays a key part in ensuring smooth order processing, accurate invoicing, and routing. The ideal candidate is organized, proactive, and proficient in QuickBooks, Microsoft Office tools, Word, and Excel.

Essential Duties and Responsibilities (any combination of the following job duties) :

• Perform general administrative duties (e.g., answering calls, ordering supplies).
• Create and update administrative documents.
• Accurately prepare, print, and manage customer orders.
• Annotate orders to make sure the right product is sent using customer order history records.
• Generate and issue invoices in accordance with billing procedures.
• Collaborate with internal teams to ensure timely order fulfillment.
• Route orders to the correct teams.
• Organize and keep records of orders, invoices, and workflows.
• Track and report order data using spreadsheets and order summaries.
• Respond to inquiries related to orders and billing, coordinate follow-ups.
• Other tasks and special projects assigned by the supervisor and / or manager.

Qualifications

Desired Minimum Qualifications : Must have 6+ months previous experience in administrative, billing, or order processing roles, with basic understanding of invoicing and billing processes. Must be proficient in QuickBooks and MS Office Suite. Must be comfortable working with both digital and paper documentation. Must be skilled in time management and be capable of meeting hourly / daily deadlines. Ten Key by touch / 9,000+ keystrokes per hour. Strong organizational, multitasking, and time-management skills. High attention to detail.