Administrative Specialist

Job Type: 9 month Contract to Hire

Required Skills & Experience

• 3 years of experience in customer service, hospitality, or a similar client-facing environment
• Comfortable handling difficult client conversations in both phone and in-person settings
• Highly detail-oriented with the ability to learn quickly
• Proficient in Microsoft Office (Word, basic Excel – data entry and sorting)
• Strong prioritization skills; adaptable, personable, and dependable
• Able to manage deadlines while maintaining strong communication and collaboration
• Demonstrates a genuine interest in the client’s mission of protecting consumers and understands the importance of the role
• Self-starter with positive energy, professional demeanor, punctuality, and strong organizational skills
• Exhibits strong moral judgment and ethical decision-making
• Ability to maintain and handle confidential information
• High School diploma or GED required; Bachelor’s degree or equivalent experience preferred
• Must be able to work onsite 5 days per week (9:00 AM – 5:00 PM)

Nice to Have Skills & Experience

• Experience with QuickBooks Online (sending low-dollar purchase orders)
• Experience using Adobe Acrobat PDF Editor
• Familiarity with OneDrive and/or Dropbox
• Bilingual in Spanish

Job Description

Our client is a leading food safety solutions company dedicated to protecting businesses and consumers from foodborne illnesses. With the opening of a new facility in Lutz, FL (Tampa area), they are seeking an Administrative Specialist to support daily operations.

Responsibilities

• Manage order processing and order management activities
• Track customer orders and communicate status updates
• Order limited products from vendors (e.g., PVS, Aquaphoenix, Prominent)
• Maintain inventory and spreadsheets, including COA transcription (converting vendor COAs into the client’s templates)
• Create and send customer invoices
• Provide customer support related to orders and distribute documentation as needed
• Update key documents (Letters of Guarantee, Certificates, Allergen Statements, GMP Statements, OMRI, Kosher, Halal, etc.)
• Proactively distribute updated documents to customers (e.g., sending updated certifications to relevant customer groups)
• Respond to customer requests, including 3rd-party audit inquiries, COI requests, SDS requests, and related documentation needs
• Manage the database of the client’s documents to ensure accuracy and current status
• Perform general administrative duties, including filing, record keeping, and data entry