Administrative Specialist

Administrative Specialist

Location: North Carolina

Business: Ultimate Staffing Services

Position Overview

This temporary administrative position will support the National Account Management team on a project for one of the largest National Account customers. The successful candidate will be detail-oriented, organized, and capable of working independently while maintaining accurate project records related to this project. All team members are expected to drive a positive mindset and always represent the company in a positive, energetic, and consistent manner.

Responsibilities

• Utilize customer's project management system to research and verify item information.
• Accurately identify item types to ensure proper classification and billing.
• Download and organize all required files and documentation.
• Enter production orders accurately and within established timelines.
• Submit production orders to the appropriate production plants for processing and completion.
• Maintain accurate, up-to-date records in the project tracking Excel spreadsheet, including order details, production status, and communication updates.
• Communicate questions, issues, and project needs clearly and proactively to the National Accounts team.
• Notify converter contacts when items are completed and document all related communications in the project tracker.
• Process completed production orders for billing, ensuring accuracy and completeness.
• Identify and communicate discrepancies, missing information, or potential delays in a timely manner.
• Perform other related duties as assigned.

Key Skills and Expectations

• Strong attention to detail and commitment to accuracy.
• Ability to work independently, prioritize tasks, and meet deadlines.
• Effective written and verbal communication skills.
• Strong organizational, recordkeeping, and follow-through abilities.
• Proficiency with Google Workspace tools, particularly Gmail, Google Sheets, Google Docs, and Google Drive, including managing email communications, maintaining project trackers, organizing files, and collaborating with team members.
• Experience with Microsoft Office, particularly Excel and Word, with the ability to maintain and manage documents, spreadsheets, and email communications.
• Ability to learn and navigate project-specific systems including Esko web center and Acumatica.
• A proactive, collaborative approach to problem-solving and issue resolution.

Additional Details

Salary: $23.00 - $26.00 per hour

Work Hours: 8:00 AM - 5:00 PM, Monday - Friday

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.