Executive Shipping Administrative Assistant Needed... Call or Text 661.775.2570

Express Employment Professionals - Cincinnati East; Santa Clarita (CA); On-site; USD 45,000 - 58,000; Full time

Job summary

Express Employment Professionals - Cincinnati East in Santa Clarita, CA seeks an Executive Shipping Administrative Assistant to support shipping, invoicing, and office operations. You will coordinate outbound/inbound shipments via UPS, FedEx, and USPS; generate labels, manifests, tracking docs, and keep logs accurate.

Responsibilities include processing invoices in Microsoft GP and QuickBooks, matching docs to POs, managing calendars, travel, and special projects while providing backup across

Qualifications

• Coordinate and process outbound and inbound shipments via UPS, FedEx, and USPS.
• Generate shipping labels, manifests, and tracking documentation; monitor shipments through to delivery.
• Prepare, process, and reconcile invoices using Microsoft GP and QuickBooks.
• Match shipping documentation to invoices and purchase orders; resolve discrepancies promptly.
• Provide day-to-day administrative support and backup across office functions.

Responsibilities

• Coordinate and process shipments via multiple carriers, ensuring delivery and tracking.
• Maintain shipping logs and records for audits.
• Schedule meetings and manage calendars; assist with travel arrangements.
• Provide backup support across office functions as needed.

Skills

Shipping coordination

Administrative support

Invoicing

Office software

Tools

Microsoft GP

QuickBooks

Job description

EXECUTIVE SHIPPING ADMINISTRATIVE ASSISTANT NEEDED IMMEDIATELY!

Shipping & Logistics

• Coordinate and process outbound and inbound shipments via UPS, FedEx, and USPS


• Generate shipping labels, manifests, and tracking documentation; monitor shipments through to delivery


• Compare carrier rates and service options to select the most cost-effective shipping method


• Troubleshoot shipping delays, lost packages, damaged freight, and carrier claims


• Maintain accurate shipping logs and records for audit and reporting purposes

Invoicing & Administrative Support

• Prepare, process, and reconcile invoices using Microsoft GP and QuickBooks


• Match shipping documentation to invoices and purchase orders; resolve discrepancies promptly


• Maintain organized digital and physical filing systems for shipping, billing, and correspondence


• Draft, format, and proofread correspondence, reports, and internal documents


• Order and track office and shipping supplies

Executive & Office Support

• Provide day-to-day administrative support to both the Office Manager and the Vice President, balancing competing priorities and deadlines


• Schedule meetings, manage calendars, and coordinate travel arrangements as needed


• Prepare materials for meetings and assist with special projects as assigned by either supervisor

Act as backup support across office functions — this role wears many hats with no exceptions

Qualified applicants with arrest or conviction records will be considered for employment in accordance with the law. Including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.