Administrative Assistant

ANTARES ELECTRICAL DISTRIBUTORS INC; Town of Florida (NY); On-site; USD 33,000 - 42,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

401k Matching

PTO 22-24 days

Job summary

ANTARES ELECTRICAL DISTRIBUTORS INC. is seeking a detail-oriented Administrative Assistant to manage order processing, inventory coordination, and shipping documentation for our warehouse operations.

You will work in NetSuite to keep inventory, orders, and shipments moving accurately and on time, while coordinating with our warehouse team and communicating with customers. The ideal candidate is highly organized, able to juggle multiple priorities, with strong communication skills and a friendly

Qualifications

• Detail-oriented and accurate data entry skills.
• Strong written and verbal communication.
• Ability to juggle multiple priorities in a fast-paced environment.
• Bilingual English/Spanish preferred.

Responsibilities

• Manage order processing and shipping documentation.
• Coordinate inventory across NetSuite and warehouse team.
• Maintain customer profiles and update shipping preferences.
• Prepare and print orders for fulfillment and coordinate with carriers.

Skills

Detail-oriented

Communication

Time management

Bilingual: English/Spanish

Tools

NetSuite

ERP / Inventory System

Job description

Job Description

Benefits/Perks

• Compensation: $33,000–$42,000 annually, depending on experience


• Paid Time Off: 22-24 days a year


• Health/dental/vision Insurance


• 401k Matching


• Career Growth Opportunities

Job Summary

We're looking for a detail-oriented Administrative Assistant to manage order processing, inventory coordination, and shipping documentation for our warehouse operations. This role sits at the center of our fulfillment process — you'll work directly in NetSuite to keep inventory, orders, and shipments moving accurately and on time, while coordinating closely with our warehouse team and communicating directly with customers.

This is a great fit for someone who's highly organized, comfortable juggling multiple priorities at once, with excellent written and verbal communication skills and a friendly demeanor.

Responsibilities
General

• Answer incoming phone calls and route them to the appropriate person


• Develop, update, and maintain relevant office procedures

Netsuite & Order Management

• Input and maintain data in NetSuite


• Receive incoming shipments in NetSuite


• Reallocate inventory across sales orders as needed


• Print completed orders for fulfillment


• Update customer profiles to reflect shipping preferences

Invoicing & Shipping Documentation

• Handle invoicing and shipping for outgoing order


• Prepare shipping documents


• Email customers all relevant documents

Warehouse Coordination

• Communicate with warehouse associates to ensure incoming shipments are received promptly


• Ensure orders are prepared and completed in a timely manner


• Organize and prioritize the shipping queue


• Assign orders to be picked, packed, and shipped

What we're looking for

• Prior experience with NetSuite (or a comparable ERP/inventory system) strongly preferred


• Experience with export/international shipping documentation (SLI, commercial invoices) a plus


• Familiarity with shipping carriers (UPS, FedEx, DHL) and their documentation requirements


• Strong attention to detail — this role involves a lot of data accuracy and document precision


• Comfortable coordinating with a warehouse team and managing shifting daily priorities


• Clear, professional written communication for customer-facing correspondence


• Highly organized with excellent time management skills and the ability to prioritize projects


• Fluent in both English and Spanish.