What are the responsibilities and job description for the Operations & Logistics Administrative Assistant position at Embrava?
About the Role:
We are seeking a highly organized and proactive Operations & Logistics Administrative Assistant to support daily operational and logistics activities. This role plays a key part in ensuring orders are processed accurately, shipments move efficiently, and warehouse operations stay aligned with internal priorities.
This position works closely with Sales, Marketing, Warehouse Operations, Customer Support, and Engineering to coordinate shipments, track deliveries, resolve operational issues, and maintain visibility across order fulfillment workflows.
This role reports directly to the Supply Chain Manager and supports day-to-day logistics operations including order coordination, shipment tracking, warehouse communication, and operational troubleshooting.
We are looking for someone who is organized, proactive, and capable of managing multiple operational tasks while thinking critically to help resolve issues and keep logistics operations running smoothly.
Key Responsibilities:
Order Coordination & Shipment Support
- Assist with daily order processing and ensure orders move accurately through fulfillment systems
- Coordinate with the warehouse team to ensure orders are fulfilled and shipped on time
- Track shipments and maintain visibility across domestic and international deliveries
- Provide shipment tracking updates and delivery status to internal teams when needed
- Verify shipping addresses and required contact details prior to shipment
- Maintain shipment tracking records and operational logs for internal visibility
- Coordinate carrier pickups and shipment scheduling with the warehouse team
- Assist with resolving shipment issues and coordinating carrier claims when necessary
- Process shipments from the office including demos, replacements, and sample units
- Support coordination of trade show shipments in collaboration with Marketing and the warehouse
Warehouse Coordination & Operational Support
- Support communication between Supply Chain and the warehouse by relaying shipment priorities and operational updates
- Assist in coordinating daily fulfillment activities with the warehouse team
- Monitor incoming inventory and communicate expected arrival timelines
- Support tracking of operational issues related to shipments or order fulfillment
- Monitor warehouse shipping material levels and assist with restocking when needed
Systems & Operational Support
- Monitor logistics and order management systems to ensure orders and shipments process correctly
- Help identify and flag order processing or shipment workflow issues
- Initiate troubleshooting steps and escalate system or integration issues when needed
- Create and manage support tickets with logistics platforms or operational software
- Maintain internal spreadsheets or tracking documents used for shipments, orders, and fulfillment coordination
Returns & Customer Support Coordination
- Assist in administering company return processes across sales channels
- Coordinate warehouse receipt and processing of returned goods
- Coordinate replacement shipments when required
- Assist with carrier damage claims and shipment investigations
- Support internal teams in tracking and resolving product or shipment issues
- Respond to operational inquiries from online sales platforms and escalate when needed
Inventory, Demo Device & Sample Management
- Track demo device inventory and internal sample equipment
- Coordinate demo shipments and monitor returns from customer evaluations
- Maintain organization of devices, accessories, and shipping materials stored in the office
Required Qualifications
- High school diploma required; Associate’s or Bachelor’s degree preferred
- 1–3 years of experience in operations support, logistics coordination, shipping, or administrative operations
- Strong proficiency in Microsoft Office, particularly Excel
- Experience working with operational systems, order management platforms, or inventory tools
- Strong attention to detail and ability to manage multiple operational tasks simultaneously
- Excellent communication and organizational skills
Hands-on experience supporting shipping, order fulfillment, or warehouse coordination is strongly preferred.
Candidate Profile
- Highly organized and detail-oriented
- Proactive and comfortable working independently
- Able to follow evolving processes while also using initiative to solve problems
- Resourceful in troubleshooting operational issues using available tools and internal resources
- Comfortable coordinating across teams including warehouse operations, sales, and customer support
- Enjoys operational problem-solving and helping ensure logistics processes run smoothly day-to-day