Logistics Operations Administrative Specialist

Shaw Contract EMEA; Savannah (GA); On-site; USD 42,000 - 54,000; Full time

Job summary

Shaw Industries in Savannah is seeking an organized Administrative Assistant to support logistics and distribution operations. You will handle clerical tasks, coordinate meetings and site visits, and maintain accurate records including invoices and purchase documentation.

You'll interact with vendors, carriers, and internal teams, ensuring timely information flow, data entry, and compliance with company procedures in a fast-paced distribution environment.

Qualifications

• Associate’s degree OR GED with equivalent administrative experience.
• 2+ years of administrative support experience, ideally within operations, distribution, facilities, or a finance-related environment.
• Experience with invoice processing and a working understanding of basic accounting principles.
• Familiarity with ERP or invoice-management systems.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to confidently manage multiple priorities and deadlines in a fast-paced environment.
• A self-starter who can work independently with limited supervision.
• Strong interpersonal and communication skills with the ability to build relationships at all levels.
• Professional judgment and discretion when handling confidential information.
• Ability to prioritize, adapt, and take action when needs change.
• Ability to meet company attendance and punctuality expectations.

Responsibilities

• Provide administrative and clerical support to Plant Management and Savannah operations facilities.
• Coordinate meetings, site visits, appointments, leadership activities, and other operational needs.
• Prepare and maintain spreadsheets, reports, departmental documents, and business records, including data entry and basic analytics.
• Serve as a welcoming and professional point of contact for visitors, deliveries, vendors, and internal partners.
• Manage incoming mail, packages, and business shipping needs.
• Jump in on additional projects and administrative needs as priorities evolve.
• Review and process invoices using PeopleSoft or other company systems.
• Identify invoice discrepancies and partner with the appropriate teams or vendors to resolve issues.
• Support purchase orders, receiving, supply and service purchases, and matching exceptions.
• Assist with purchasing card documentation, statement review, and monthly reconciliation.
• Maintain organized receipts and supporting documentation to ensure records are accurate and audit ready.
• Serve as an administrative point of contact for vendors and service providers, including shipping carriers, janitorial services, pest control, and other facility partners.
• Help coordinate schedules, services, billing questions, and issue resolution.
• Manage FedEx and other business shipping activities.
• Coordinate office supplies, printers, departmental equipment, repairs, and other office resources.
• Maintain electronic and physical records for invoices, vendors, contracts, receipts, projects, and facility documentation.
• Ensure records are accurate, accessible, and maintained according to company requirements.
• Help gather and organize documentation for internal and external audits.
• Coordinate logistics for meetings, leadership activities, site visits, and team events.
• Help plan and execute facility, associate, and community activities.
• Build positive working relationships across departments and with external partners to help things run smoothly.

Skills

Organization

Time management

Communication

Independent worker

Attention to detail

Education

Associate’s degree OR GED

Tools

ERP systems

Invoice management

SharePoint

Smartsheet

Microsoft Office (Excel, Outlook, Word, PowerPoint)

Job description

Shaw Industries in Savannah is seeking an organized Administrative Assistant to support logistics and distribution operations. You will handle clerical tasks, coordinate meetings and site visits, and maintain accurate records including invoices and purchase documentation.

You'll interact with vendors, carriers, and internal teams, ensuring timely information flow, data entry, and compliance with company procedures in a fast-paced distribution environment.