Administrative Assistant - Onsite

Title: Administrative Assistant - Onsite

Mandatory skills:

warehouse, administrative,
Microsoft Office Suite, Excel, Word, Outlook,
warehouse management software, WMS,
warehouse operations, inventory management,
up-to-date records, inventory, shipments, Maintain,
Process shipping orders, receipts, inventory tracking, reconciliation, reporting,
warehouse documentation, warehouse activities,
incoming shipments, outgoing shipments, shipping errors, damaged goods,
inventory reports, identify discrepancies, stock audits, scheduling, coordinating deliveries, pickups, logistics, shipping status, order tracking,
physical filing systems, digital filing systems, document storage, retrieval,
answering phones, emails, scheduling meetings, Prepare reports, correspondence

Description:

We need someone that is familiar with SOP creation, billing, invoices, scheduling of vendors on-site, monitoring group email traffic, ordering of supplies from approved suppliers (System: Ariba), filing, SAP knowledge.

Key Responsibilities:

Data Entry and Documentation:
Maintain accurate and up-to-date records of inventory, shipments, and warehouse activities.
Process shipping orders, receipts, and other relevant warehouse documentation.
Ensure all incoming and outgoing shipments are recorded in the warehouse management system (WMS).

Inventory Control Support:
Assist in inventory tracking, reconciliation, and reporting.
Generate inventory reports, identify discrepancies, and assist with stock audits.

Communication and Coordination:
Serve as a point of contact for internal teams, vendors, and drivers regarding shipment status, orders, and other inquiries.
Assist in scheduling and coordinating deliveries, pickups, and other logistics needs.

File Management and Organization:
Maintain organized physical and digital filing systems for all warehouse-related documents.
Ensure compliance with company policies and procedures related to document storage and retrieval.

Customer Service:
Address inquiries from customers and suppliers regarding shipping status, order tracking, and inventory.
Assist in resolving issues related to shipping errors, damaged goods, or other warehouse concerns.

General Office Support:
Perform general clerical duties such as answering phones, emails, and scheduling meetings.
Prepare reports, correspondence, and other documentation as required by the warehouse management team.

Qualifications:
Education: High School Diploma or equivalent (Associate s Degree or higher preferred).
Experience: At least 1-2 years of experience in a warehouse or administrative role.

Skills:
Strong computer skills, especially with Microsoft Office Suite (Excel, Word, Outlook) and warehouse management software (WMS).
Excellent organizational skills and attention to detail.
Ability to multitask and prioritize in a fast-paced environment.
Good communication skills, both written and verbal.
Basic knowledge of warehouse operations and inventory management.

Physical Requirements:
Ability to sit, stand, and use a computer for extended periods.

VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.

Contact Details :

VIVA USA INC.
3601 Algonquin Road, Suite 425
Rolling Meadows, IL 60008