Administrative Assistant

We are looking for an Administrative Assistant to provide onsite support for import-related coordination within an agriculture-focused environment in Pasadena, California. This Long-term Contract position is well suited for someone who is highly organized, attentive to detail, and confident handling documentation, reporting, and day-to-day administrative activities. The role works closely with vendors, shipping partners, and internal teams to keep records current and ensure import information is processed accurately. Candidates who can stay organized in a busy setting and manage multiple priorities effectively will thrive in this opportunity.

Responsibilities:
• Manage administrative support for import activities, including organizing paperwork and maintaining complete shipment files.
• Monitor incoming shipments and keep status reports updated so internal stakeholders have current information.
• Communicate with suppliers, freight partners, and cross-functional teams to help keep import processes moving smoothly.
• Examine invoices, packing lists, and other shipping records to confirm details are accurate and complete.
• Enter data into tracking documents and prepare routine reports that support operational visibility.
• Maintain orderly digital and physical records related to import documentation and departmental activities.
• Assist with general office coordination tasks tied to daily import and logistics support.
• Help resolve documentation discrepancies by following up with the appropriate contacts in a timely manner.

Qualifications:

• At least 3 years of experience in administrative support, coordination, or a related office-based role.
• Proficiency with Microsoft Excel and the broader Microsoft Office Suite.
• Ability to perform accurate data entry and manage documentation with a high level of precision.
• Strong organizational skills with the ability to handle several priorities and meet deadlines consistently.
• Effective written and verbal communication skills for working with internal teams and external partners.
• Familiarity with import or export documentation is preferred, though not mandatory.
• Detail-oriented, reliable, and proactive in handling daily responsibilities.

Compensation

$23.75-$27.50 Hourly

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