Administrative Assistant

DiscountMugs; Medley (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

DiscountMugs in Medley, FL is seeking an Administrative Assistant to support daily operations by preparing and analyzing reports, maintaining spreadsheets, and coordinating with multiple departments. The ideal candidate has at least one year of admin experience, strong MS Word and Excel skills, excellent communication and organization, and is bilingual English/Spanish preferred.

Comfort with fast-paced environments, reliable attendance, and a team-oriented mindset are essential as you assist

Qualifications

• At least one year of administrative experience.
• Proficient in MS Word and Excel.
• Bilingual English/Spanish preferred.
• Strong communication and organizational skills.

Responsibilities

• Prepare, review, and analyze reports such as the Re-do report, Issuing report, Customer Returns report.
• Maintain and update spreadsheets: Customer Returns, T-Shirts Inventory, Receiving Inventory.
• Communicate via email with departments and provide reports and spreadsheets.
• Manage returns to improve customer satisfaction and minimize future returns.
• Conduct facility tours for new hires and introduce them to management teams.
• Support employee engagement activities within Operations.
• Daily uploads of Bill of Lading (BOLs) into internal database; backup for Shipping Clerks.
• Perform additional duties and special projects as assigned by supervisors or managers.

Skills

MS Word

MS Excel

Communication

Organization

Bilingual EN/ES preferred

Education

High School Diploma

Job description

Essential Job Functions:

(The reason this job exists is to perform these functions. These functions are performed regularly, seriously impacts other jobs, and there are a limited number of employees whom performance of the function can be distributed).

• Prepare, review, and analyze various reports, such as the Re-do report, Issuing report, Customer Returns report, and any other assigned reports.
• Utilize data mining techniques to extract valuable insights from daily reports.
• Maintain and update various spreadsheets, including Customer Returns, T-Shirts Inventory, Receiving Inventory, and any other assigned spreadsheets.
• Effectively communicate via email with different departments, providing them with the necessary reports and spreadsheets.
• Enhance customer satisfaction by effectively managing all returns and providing valuable feedback to the respective departments, thereby minimizing the occurrence of future returns.
• Conduct facility tours for new hires and facilitate introductions to their respective management teams.
• Support employee engagement activities within the Operations department.
• Perform daily uploads of Bill of Lading (BOLs) into our internal database.
• Serve as a backup for Shipping Clerk(s) when needed.
• Perform additional duties and special projects as assigned by supervisors or managers to meet evolving business needs.

Essential Qualification:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Certification:

High School Diploma

Experience/Knowledge Required:

• At least one year of experience as an administrative assistant in a fast-paced environment.
• Proven track record of providing exceptional customer support.
• Basic proficiency in MS Word and Excel.
• Consistent and punctual attendance.
• Flexibility to adapt to schedule changes based on department and business needs.
• Strong commitment to maintaining quality and compliance standards.
• Excellent communication, analytical, listening, and organizational skills.
• Highly organized, detail-oriented, customer-focused, self-motivated, and a team player.
• Proficient in verbal and written communication, including spelling, grammar, and proper use of the English language.
• Bilingual (English/Spanish) skills preferred.

Skill and Ability:

Being able to comprehend and follow cGMP and understanding of SOPs. Attention to detail and multitasking skills. Able to apply regular math operations. Ability to work well both independently and in a team atmosphere. Demonstrated ability to closely adhere to all instructions, cGMP's, SOP's, policies and procedures required.