Administrative Assistant

About Company

1 Click Logistics, founded in 2018, is a third-party logistics (3PL) provider committed to delivering exceptional service in distribution, warehousing, transportation, and innovative logistics solutions. With locations in Sparks, Nevada; Sacramento, California; Dayton, Ohio; and Hagerstown, Maryland, we are strategically positioned to serve customers across the U.S. Our mission is to serve our customers, team, and community while fostering a unique, employee-centered culture.

Our comprehensive services include warehousing and distribution, retail and e-commerce fulfillment, and transportation management, all designed to streamline operations and reduce costs for our customers. We also provide value-added services, such as re-packaging, labeling, and light assembly, to meet specific customer needs. Utilizing advanced technology, our web-based Warehouse Management System (WMS) and integrated Electronic Data Interchange (EDI) connect seamlessly with major retailers, ensuring transparent and efficient operations.

Our ability to serve some of the world’s largest retailers, including Walmart, Target, Costco, and Home Depot, reflects our commitment to quality and efficiency. At 1 Click Logistics, we prioritize our employees’ well-being, fostering a supportive and inclusive work environment that empowers our team to provide the exceptional service our customers expect and contribute positively to our community.

Job Summary

The Administrative Assistant provides administrative, customer service, and accounting support to help maintain efficient daily operations. This position responds to customer inquiries, coordinates with warehouse operations, maintains accounts payable and receivable records, and processes customer billing. The position requires strong organizational skills, attention to detail, accurate data entry, and professional communication with customers, vendors, and employees.

Duties and Responsibilities

• Answer customer phone calls and emails, provide order and shipment updates, and assist with inquiries and concerns.
• Support warehouse operations with paperwork, order preparation, shipping documentation, and system updates.
• Coordinate customer requests, transportation scheduling, and special projects with the customer service and operations teams.
• Maintain customer accounts and accurate records of orders, communications, and service issues in the warehouse management system (iCOM) and other company systems.
• Identify and address customer concerns; refer unresolved issues to the appropriate lead, supervisor, or manager.
• Prepare, review, and process customer invoices using approved rates, service records, and supporting documentation; ensure billing is accurate and submitted on time.
• Maintain accounts receivable records, record and apply customer payments, and assist with monitoring outstanding balances and following up on past-due invoices.
• Maintain accounts payable records by reviewing and entering vendor invoices, verifying supporting documentation, and obtaining required approvals.
• Assist with preparing approved vendor payments and tracking payment due dates in coordination with the accounting department.
• Research billing discrepancies, reconcile customer and vendor account information, and coordinate corrections or credits with the appropriate personnel.
• Maintain organized electronic and physical files, including invoices, receipts, customer records, and other business documents.
• Provide general office support, including data entry, correspondence, document preparation, filing, and maintaining office supplies.
• Coordinate with the accounting department to provide records and reports needed for account reviews and month-end activities.
• Maintain confidentiality of customer, vendor, company, and financial information and follow established approval procedures.
• Perform other duties as assigned.

Required Skills and Abilities

• Strong customer service skills and professional verbal and written communication.
• Basic knowledge of accounts payable, accounts receivable, and customer billing processes.
• Ability to accurately enter, review, and reconcile numerical information and identify discrepancies.
• Proficiency with Microsoft Office, including Excel, Outlook, and Word, and the ability to learn company accounting and warehouse management systems.
• Strong organizational skills and attention to detail.
• Ability to prioritize work, manage multiple responsibilities, and meet billing and operational deadlines.
• Analytical and problem-solving skills, with the ability to recognize when an issue requires additional guidance or approval.
• Ability to work independently and collaborate with customer service, operations, and accounting personnel.
• Ability to handle sensitive information with discretion and work in an office and warehouse setting.

Education and Experience

• High school diploma, GED, or equivalent required.
• One to two years of administrative, customer service, or related experience preferred.
• Experience with accounts payable, accounts receivable, and billing preferred.
• Experience with QuickBooks or other accounting software and warehouse management or transportation management systems preferred.
• Previous warehouse or logistics experience preferred.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 25 pounds at times.

1 Click Logistics is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.