What are the responsibilities and job description for the Administrative Support Specialist position at Port City Apparel?
We are a growing leader in the decorated apparel and custom knitting manufacturer seeking an organized, detail-oriented Administrative Support Specialist to support day-to-day business operations. This role works closely with sales, production, finance, and warehouse teams to ensure smooth order flow, accurate documentation, and efficient communication across departments.
This is an excellent opportunity for someone looking to start a career in operations, supply chain, or business administration within a fast-paced manufacturing environment.
Key ResponsibilitiesAdministrative & Office Support
- Provide general administrative support to management and department leaders
- Maintain organized digital and physical records (orders, invoices, production paperwork)
- Answer and route internal and external emails and phone calls
- Assist with scheduling meetings, production deadlines, and deliveries
Sales & Customer Support
- Enter and update customer orders in the ERP/order management system
- Coordinate order details between sales and production teams
- Assist with customer inquiries related to order status, shipping, and basic product questions
- Help prepare quotes, order confirmations, and sales documentation
Production & Warehouse Coordination
- Communicate daily order priorities with production and warehouse teams
- Track order progress and flag delays or issues to management
- Assist with inventory tracking, packing slips, and shipping documentation
- Support receiving and outbound shipping coordination
Finance & Reporting Support
- Assist with invoice preparation and basic accounts receivable tracking
- Match purchase orders, invoices, and delivery receipts
- Help maintain accurate job costing and order documentation
- Prepare simple reports (order status, production volume, shipping summaries)
Required Qualifications
- Strong organizational and time management skills
- Basic computer proficiency (Google Workspace)
- Ability to multitask and communicate clearly across departments
- Attention to detail and willingness to learn
- Reliable, punctual, and team-oriented attitude
Preferred
- Associate’s degree in business, operations, or related field
- Experience in manufacturing, fulfillment, or e-commerce environments
- Familiarity with ERP systems, order management software, or inventory tools
- Basic understanding of invoicing or accounting processes
Skills & Traits We’re Looking For
- Strong written and verbal communication
- Problem-solving mindset
- Comfortable working in a fast-paced production environment
- Willingness to take ownership of tasks and follow through
- Ability to work with both office and warehouse teams
Compensation & Benefits
- Competitive hourly pay $18-$20/hr (based on experience)
- Paid time off and holidays
- Opportunity to grow into roles in operations, production planning, or office management
Salary : $18 - $20