Administrative Assistant

Job Title:
Administrative Assistant – Order Entry

Work Environment:
Onsite

Salary/Hourly Range:
$23 – $25 per hour (based on experience)

Company Overview

Astor Chocolate is a 4th generation privately held, family-owned company and has been a leading purveyor of chocolate for over 90 years with our core strengths being innovation, creativity, and dedication to creating premium products. The company services multiple industries ranging from Hospitality, Travel Retail, Food Service, ASI, and Gourmet specialty retailers. Astor, with our energetic team atmosphere, believes the success of our growth is our strong commitment to developing our employees' potential. We are committed to building the company with talented and motivated individuals who will uphold our mission of being a market leader by innovating and servicing our customers with extreme dedication.

Position Summary

The Administrative Assistant – Order Entry is responsible for supporting the order processing function by accurately entering customer orders, verifying order details, and ensuring timely communication with internal and external stakeholders. This role contributes to the efficiency and accuracy of the order-to-cash process, customer satisfaction, and smooth coordination between sales, customer service, and operations teams. The ideal candidate will demonstrate strong attention to detail, organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

Essential Functions

• Enter customer orders accurately into multiple systems including SAP, Minted, EDI, and web-based platforms.
• Confirm order details with customers and communicate any issues or difficulties in fulfilling orders.
• Ensure accuracy of purchase orders including case pack quantities, pricing, and product specifications.
• Provide full pre-order customer service support, including order clarification and follow-up.
• Set up new customer accounts and gather required documentation for Accounts Receivable.
• Generate and process proforma invoices as needed.
• Evaluate and communicate transit times, including consideration of weather and required in-hand dates.
• Coordinate closely with sales representatives regarding order status and customer needs.
• Ensure all daily orders are entered within the required business day timeframe.
• Process credit requests and call tags as required.
• Handle all sample requests, including order entry and preparation when needed.
• Assist with reporting and data tracking as assigned.
• Support coordination of customer appointments, trade shows, and related logistics.
• Assist with trade show setup and customer onboarding/setup activities.
• Perform additional administrative and operational duties as needed to support the team.

Required Qualifications

• Undergraduate degree
• 1–2 years of experience in data entry, order processing, customer service, or administrative support
• Strong attention to detail and accuracy in data entry
• Proficiency with Microsoft Office (Excel, Outlook, Word)
• Ability to learn and navigate multiple systems (SAP or ERP experience is a plus)
• Strong communication and organizational skills
• Ability to work in a fast-paced, deadline-driven environment

Preferred Qualifications

• Experience with SAP, EDI, or similar ERP/order management systems
• Experience in food, manufacturing, consumer goods, or wholesale distribution industry
• Familiarity with trade show coordination or sales support functions
• Basic understanding of supply chain or logistics concepts

Compensation & Benefits

We offer a competitive compensation package including:

• Medical, Dental, Vision Insurance
• 401(k) with company match
• Paid Time Off (PTO) & Paid Holidays
• Life and Disability Insurance
• Employee Assistance Program (EAP)
• Professional Development Opportunities