Position Summary
We are seeking a highly organized and dependable Business Administrator to support the company’s daily administrative operations while overseeing shipping, receiving, and inventory management. This position requires strong attention to detail, effective communication, and the ability to coordinate across sales, customer service, accounting, production, and warehouse teams.
The ideal candidate will be comfortable managing administrative responsibilities while ensuring that customer orders are processed accurately, inventory records are maintained, and domestic and international shipments are completed on time.
Key Responsibilities Business Administration
- Provide daily administrative support to management and other departments.
- Prepare, organize, and maintain business records, reports, invoices, purchase orders, and supporting documents.
- Coordinate communication among sales, customer service, accounting, production, and warehouse personnel.
- Monitor pending orders, backorders, payments, and internal approval processes.
- Assist with vendor communication, purchasing, and general office operations.
- Maintain accurate electronic and physical filing systems.
- Prepare operational reports and identify unresolved or delayed items.
- Support the development and implementation of administrative procedures and internal controls.
Shipping and Receiving
- Coordinate domestic and international shipments using approved carriers.
- Prepare shipping labels, packing slips, commercial invoices, certificates of analysis, and other required documents.
- Confirm that orders are picked, packed, inspected, and shipped accurately.
- Review customer orders and shipping documentation before release.
- Track shipments and communicate delivery updates or delays to the appropriate teams.
- Coordinate pickups with freight carriers, couriers, distributors, and customers.
- Investigate and resolve shipping discrepancies, damaged shipments, missing products, and delivery issues.
- Maintain organized shipment records for traceability and auditing purposes.
- Ensure compliance with company procedures and applicable shipping requirements.
Inventory Management
- Maintain accurate inventory records in the company’s ERP or inventory management system.
- Monitor inventory levels, product expiration dates, lot numbers, and warehouse locations.
- Conduct routine cycle counts and assist with physical inventory audits.
- Investigate and reconcile discrepancies between physical inventory and system records.
- Coordinate inventory transfers, product returns, exchanges, and damaged-product documentation.
- Monitor low-stock and backordered items and communicate inventory risks to management.
- Work with production and purchasing teams to ensure adequate inventory availability.
- Ensure products are properly organized, labeled, rotated, and stored.
- Maintain inventory using appropriate lot control and first-expiration, first-out procedures when applicable.
Qualifications
- Associate or bachelor’s degree in business administration, operations, supply chain management, or a related field preferred.
- Two or more years of experience in business administration, shipping, inventory control, warehouse operations, or order fulfillment.
- Experience using ERP, inventory, shipping, or order-management software; Odoo experience is preferred.
- Proficiency in Microsoft Office, including Excel, Word, and Outlook.
- Strong organizational, documentation, and problem-solving skills.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and meet shipping deadlines.
- Strong attention to detail and commitment to accuracy.
- Ability to work independently and collaborate with multiple departments.
- Experience in a medical device, dental, pharmaceutical, manufacturing, or regulated environment is preferred.
- Familiarity with international shipping documentation is a plus.
Physical Requirements
- Ability to sit, stand, and move throughout the office and warehouse.
- Ability to lift and move packages weighing up to 30 pounds.
- Ability to use computers, printers, scanners, and standard warehouse equipment.
Preferred Competencies
- Accountability and reliability
- Inventory accuracy
- Process-oriented thinking
- Time management
- Cross-functional communication
- Sense of urgency
- Customer-service mindset
- Ability to identify and resolve operational issues
Pay: $20.00 - $23.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
