Administrative Assistant

Administrative Assistant

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.

Requirements :

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.