At Gulf Coast Panama Jack, we owe our success to people and processes. An administrative assistant is the supportive force behind both, and we are currently seeking someone exceptional to take the helm assisting the Purchasing Department. The ideal candidate will be a problem solver who has excellent communication skills and impeccable attention to detail. The candidate should also have experience working in an office environment, performing administrative tasks, and providing support to coworkers. The ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position.
Objectives of this role

• Serve as the eyes and ears of the Purchasing Department, providing information, answering questions, documenting and responding to administrative requests
• Ensure optimal use of inventories through preventive maintenance
• Coordinate internal and external resources to expedite workflow with Warehouses, Data Management, and Compliance teams for item cataloging and order processing, as directed by the Purchasing team
• Oversee and achieve organizational goals while upholding best practices

Responsibilities

• Provide administrative support to Purchasing team, including meeting minutes, email correspondence, generation and distribution of memos, letters, spreadsheets, forms, and purchase orders as directed
• Coordinate domestic and international travel arrangements for employees, Order and oversee office supplies and food deliveries for group meetings as directed
• Assist to maintain new product development item catalogs in Business Central and External files; file/coordinate compliance documents and data with communication to the respective teams as directed
• Ie. UPC, DIMS, CS PK, HTS, TESTING, RFID
• Data entry into Business Central- New item creation, Vendor Creation, Purchase order and Sales order creation
• Process House Account Sales Orders, including Panama Jack Distributors and Direct container orders in BC (full life cycle)
• Process All Drop Shipments in BC and Walmart NOVA submissions (full life cycle)

Required skills and qualifications

• High school diploma or equivalent
• Proven administrative experience
• Superb written and verbal communication skills
• Strong time-management skills and multitasking ability
• Aptitude for learning new software and systems

Preferred skills and qualifications

• Previous success in office management
• Proficient in Excel, Outlook, Business Central, and Power BI
• Experience developing internal processes and filing systems
• Comfortable handling confidential information

Job Type: Full-time
Pay: From $18.00 per hour
Expected hours: 35 – 45 per week
Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Work Location: In person