Position Title: Administrative Assistant Department: Warehouse Operations Reports To: General Manager (GM)

Company Overview:

FreezPak Logistics is a leading provider of cold storage and distribution services. We maintain the highest standards to ensure our clients' products are stored and transported efficiently. Our dedication to quality, efficiency, and customer satisfaction sets us apart in the industry.

Position Overview:

We are seeking an Administrative Assistant to support our General Manager (GM) at FreezPak Logistics. The ideal candidate will possess exceptional organizational skills, keen attention to detail, and the ability to maintain strict confidentiality. This vital role supports the GM in ensuring smooth administrative management, schedule coordination, travel arrangements, and facilitating effective communication. Additionally, the role involves assisting with purchase orders (POs), supplies management, and collections.

Key Responsibilities:

1. Calendar Management:
   • Efficiently manage the GM's schedule by arranging meetings, appointments, and calls.
   • Proactively resolve scheduling conflicts to maximize time for critical tasks and project deadlines.
2. Communication Coordination:
   • Serve as the primary point of contact for the GM.
   • Ensure prompt and professional responses to emails, calls, and inquiries.
3. Meeting Facilitation:
   • Organize internal and external meetings by managing invitations, preparing agendas, taking minutes, and distributing follow-up actions.
   • Ensure effective communication and collaboration during and after meetings.
4. Confidentiality and Discretion:
   • Handle sensitive information with the highest level of discretion.
   • Maintain confidentiality of corporate and personal matters at all times.
5. Purchase Orders and Supplies Management:
   • Assist in the preparation and processing of purchase orders.
   • Manage inventory of office supplies and place orders as needed to ensure adequate stock levels.
6. Collections:
   • Support the finance team with collections activities.
   • Follow up on outstanding invoices and coordinate with clients to ensure timely payments.

Qualifications:

• Proven Experience:
  • Prior experience as an administrative assistant or in a similar role, preferably within logistics or a related industry.
• Organizational Skills:
  • Demonstrated ability to manage multiple tasks concurrently while maintaining meticulous attention to detail.
• Communication:
  • Excellent written and verbal communication skills for effective interaction with stakeholders at all levels.
• Discretion and Integrity:
  • High standard of professionalism and integrity.
  • Ability to handle sensitive information with utmost discretion.

• Tech Proficiency:

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).

  • Familiarity with project management tools or software is a plus.

     

Phila BST