Administrative & Operations Assistant

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

Benefits offered by this job

Health Insurance

Job summary

Associate Allied Chemicals, an international distributor of fragrance, flavor, and aroma ingredients, is expanding its Jersey City operations and seeks an Administrative & Operations Assistant to support day-to-day activities, logistics follow-ups, inventory tracking, and customer communication on-site.

The role requires a highly organized, dependable individual capable of coordinating with vendors and managing office records, quotations, invoices, and schedules.

Qualifications

• Experience in administrative roles or office coordination.
• Familiarity with logistics or warehouse support is a plus.
• QuickBooks or Zoho experience is a plus.

Responsibilities

• Coordinate daily operations, shipments, inventory, and records.
• Handle customer emails, quotations, invoices, and orders.
• Maintain organized files and support scheduling and follow-ups.

Skills

Organization

Email communication

Vendor coordination

Independent working

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.

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

• Handle day-to-day email correspondence
• Prepare and send customer quotations, Sales Orders, Invoices
• Coordinate customer sample dispatches
• 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

Experience in any of the following environments is preferred:

• Administrative assistant roles
• 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

• 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

Benefits

Health Insurance