Administrative Assistant (WFH; Night Shift)

Position: Administrative Assistant – Business Development Division

Job Type: Full Time

Work Setup: Work from Home (with occasional onsite work when the CEO is onsite)

Work Schedule: Monday – Friday; 10:00 PM – 06:30 AM PH Time Zone (Night Shift)

Holidays to follow: United States of America (US)

Salary Budget: Php 40,000.00 gross salary package

The Administrative Assistant provides day-to-day administrative and operational support for the Frozen Seafood Division. This position works under the direction of CEO’s Executive Assistant and assists with inventory, purchase and sales orders, logistics, customer and supplier coordination, compliance documentation, pricing administration, reporting, and general administrative tasks.

The role is responsible for helping ensure that records, trackers, documents, and follow-ups are accurate, organized, and completed on time.

JOB DESCRIPTION FOR AN ADMINISTRATIVE ASSISTANT

QUALIFICATIONS:

• Strong organizational and administrative skills.
• Good attention to detail and accuracy.
• Proficiency in Microsoft Excel, Word, Outlook, and similar business applications.
• Ability to maintain multiple trackers and follow up on several tasks simultaneously.
• Good written and verbal communication skills.
• Ability to work with customers, suppliers, warehouses, logistics providers, and internal departments.
• Basic understanding of purchase orders, sales orders, inventory, logistics, and documentation is preferred.
• Ability to follow instructions and work effectively under the supervision of the Executive Assistant.
• Ability to handle confidential business information professionally.

RESPONSIBILITIES:

A. Administrative Support

• Assist CEO’s Executive Assistant with daily administrative and operational tasks.
• Maintain organized electronic files, folders, trackers, and records.
• Prepare and update spreadsheets, reports, and internal documents.
• Assist with email follow-ups and communication with internal teams, customers, suppliers, warehouses, and logistics providers.
• Maintain task lists and follow up on pending items as directed.
• Assist with meeting preparation, schedules, and required documentation.
• Perform data entry and ensure information is entered accurately and consistently.
• Escalate issues, discrepancies, or urgent matters to the Executive Assistant.

B. Inventory Administration:

• Assist with maintaining frozen inventory reports.
• Update inventory by warehouse and location.
• Track inventory movements, releases, transfers, returns, and adjustments.
• Assist with reconciling inventory discrepancies.
• Prepare inventory summaries for review.
• Maintain inventory trackers and supporting records.
• Follow up with warehouses regarding inventory information when requested.

C. Sales Order Administration:

• Assist with processing customer Purchase Orders (POs).
• Assist with creating and updating Sales Orders (SOs).
• Verify product descriptions, quantities, pricing, and delivery information.
• Coordinate internally to support order fulfillment.
• Monitor open orders and delivery status.
• Maintain PO and SO tracking reports.
• Flag discrepancies for review before orders are finalized.

D. Logistics Coordination:

• Assist with coordinating container and domestic shipments.
• Track vessel schedules, ETAs, warehouse arrivals, and customer deliveries.
• Coordinate with cold storage facilities and transportation providers.
• Maintain shipment and delivery trackers.
• Follow up on pickup and delivery schedules.
• Communicate shipment updates to the Executive Assistant and appropriate team members.
• Assist with resolving documentation or scheduling issues related to shipments.

E. Pricing Administration

• Maintain customer and product pricing files.
• Assist with Gross Profit (GP) calculations.
• Prepare pricing comparison worksheets.
• Monitor approved customer pricing.
• Assist with preparing quotations and pricing proposals.
• Maintain records of pricing approvals and changes.
• Verify pricing against approved information before processing orders.

F. Customer Support:

• Assist with coordinating customer deliveries.
• Follow up on customer requests and pending documentation.
• Assist with shipment issues, returns, credits, and replacement orders.
• Prepare and organize customer-required documents.
• Maintain customer order and delivery records.
• Coordinate internally to ensure customer requirements are completed.
• Escalate customer concerns or quality issues to the Executive Assistant.

G. Supplier Coordination

• Follow up with suppliers regarding production schedules.
• Monitor production and shipment status.
• Request required shipping and compliance documents.
• Maintain supplier shipment trackers.
• Assist with supplier communication and follow-ups.
• Track pending documents and outstanding requirements.
• Maintain supplier records and performance information as requested.

H. Compliance Administration

• Assist with collecting compliance and regulatory documents.
• Maintain supplier compliance records and folders.
• Track certifications and expiration dates.
• Assist with customer compliance submissions.
• Support FoodLogiQ documentation and record maintenance.
• Follow up on missing or expired documents.
• Organize COAs, certificates, specifications, questionnaires, and related documentation.
• Ensure documents are properly filed and readily available when requested.

I. Reporting - Assist with preparing and maintaining:

• Weekly inventory reports.

• Sales reports.

• Shipment trackers.

• Production schedules.

• Customer delivery schedules.

• Forecast reports.

• Monthly sales summaries.

• Open PO and SO reports.

• Supplier follow-up trackers.

• Compliance trackers.

• Other reports requested by the Executive Assistant.

J. Documentation - Assist with preparing, collecting, reviewing, organizing, and filing:

• Commercial Invoices.
• Packing Lists.
• Bills of Lading.
• Health Certificates.
• Catch Certificates.
• Processing Statements.
• Certificates of Analysis (COAs)
• Analysis Certificates.
• Shipping documents.
• Product specifications.
• Customer-required documentation.
• Supplier compliance documents.

K. General Responsibilities

• Maintain accurate and confidential records.
• Ensure trackers and reports are kept current.
• Follow established procedures and instructions.
• Complete assigned tasks within required deadlines.
• Communicate clearly and professionally with internal and external contacts.
• Follow up proactively on outstanding administrative requirements.
• Identify missing information or discrepancies and report them to Scott’s Executive Assistant.
• Provide additional administrative support as required by Scott’s Executive Assistant and the Frozen Seafood Division.

If this sounds like you, then what are you waiting for? Come, join us!

Why Join Boomering?

✓ Genuinely caring Leadership Team

✓ Competitive salary package

✓ Company-provided full set-up for desktop/laptop with backup internet

✓ HMO on the first day of hire

✓ 15 Vacation Leaves and 5 Sick Leaves

✓ Annual Performance Reviews

✓ Unlimited Employee Referral Incentives

✓ Employee Loan Facilities

✓ Social Clubs and Interest Workshops

✓ Company events where you get a chance to win amazing prizes and be rewarded for your outstanding performance.

✓ Statutory Benefits: Maternity, Paternity, and Solo Parent Leaves, Magna Carta for Women, Retirement Benefits, OT, and Premium Pays

Website: https://boomering.ph/

Career Portal: https://boomering.zohorecruit.com/jobs/Careers

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