Administrative & Operations Assistant

Associate Allied Chemicals; Jersey City (NJ); On-site; USD 42,000 - 56,000; Full time

Job summary

Associate Allied Chemicals is seeking an Administrative & Operations Assistant to support daily operations, logistics follow-ups, inventory tracking, and office administration in Jersey City. The role emphasizes organization, reliability, and efficient vendor and customer communication.

Ideal candidates will have experience in logistics-focused administrative roles and comfort coordinating with multiple vendors and customers.

Qualifications

• Experience in logistics or warehouse coordination.
• Experience in chemical or industrial distribution.
• Freight forwarding or import/export experience.
• Customer service and operations support experience.
• Quickbooks/Zoho experience is a plus but not required.

Responsibilities

• Track incoming shipments and warehouse receipts.
• Coordinate with trucking companies, warehouses, freight forwarders, and brokers.
• Prepare and send customer quotations, Sales Orders, Invoices.
• Maintain organized operational records and files.
• Assist management with scheduling and operational follow-ups.
• Maintain sample inventory records and track outgoing samples.

Skills

Organizational skills

Email communication

Vendor coordination

Attention to detail

Tools

Quickbooks/Zoho

Job description

Associate Allied Chemicals is an international distributor of fragrance, flavor, and aroma chemical ingredients with operations across India, Europe, the Middle East, and the United States.

AAC USA is expanding its local warehousing and customer support operations, and we are looking for a dependable and organized Administrative & Operations Assistant to support our day-to-day business activities.

Tasks

This is a hands-on coordination and administrative role supporting daily operations, logistics follow-ups, inventory tracking, customer communication, and office administration.

We are looking for someone highly organized, detail-oriented, dependable, and comfortable managing operational follow-ups throughout the day.

This role may be especially suitable for:

• Experienced administrative professionals
• Candidates with prior office coordination experience
• Individuals returning to the workforce
• Candidates seeking a stable long-term position with flexibility
• Professionals who enjoy organized operational work and communication

Key Responsibilities

Daily Operations Coordination

• Track incoming shipments and warehouse receipts
• Coordinate with trucking companies, warehouses, freight forwarders, and brokers
• Maintain inward inventory and sample tracking records
• Follow up on deliveries and shipment status updates

Administrative & Customer Support

• Prepare and send customer quotations, Sales Orders, Invoices
• Maintain organized operational records and files
• Assist management with scheduling and operational follow-ups

Inventory & Sample Management

• Maintain sample inventory records
• Track outgoing sample shipments and customer dispatches
• Coordinate basic inventory updates and stock records

Requirements

Preferred Background

• Logistics or warehouse coordination
• Chemical or industrial distribution companies
• Freight forwarding or import/export businesses
• Customer service and operations support roles

Quickbooks/Zoho experience is a plus but not required.

Candidate Profile

The ideal candidate is:

• Extremely organized and reliable
• Strong with email communication and follow-ups
• Comfortable coordinating with multiple vendors and customers
• Detail-oriented and process-driven
• Able to work independently without constant supervision
• Looking for a stable and professional long-term role