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Administrative Support Jobs

General Facility & Office Support - Administrative Assistant

Mindlance

Louisville, KY

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JOB DETAILS
SKILLS
Administrative Skills, Biotech and Pharmaceutical, Chain of Custody, Communication Skills, Corrective Action, Customer Relations, Customer Support/Service, Data Entry, Data Quality, Detail Oriented, Distribution Operations, Document Management, Follow Through, Industrial Engineering, Inventory Levels, Less Than Truckload (LTL), Logistics, Microsoft Excel, Microsoft Word, Multitasking, Pivot Tables, Power BI, Presentation/Verbal Skills, Procedure Development, Process Development, Public Health, Root Cause Analysis, Supply Chain, Supply Chain Operations, Team Player, Third-Party Logistics (3PL), Time Management, Vaccination, Writing Skills
LOCATION
Louisville, KY
POSTED
2 days ago
Job Description:
Join the Distribution & Logistics team supporting the delivery of flu vaccines across the U.S. During this peak season internship, gain hands on exposure to pharmaceutical distribution, logistics operations, and supply chain execution in a fast moving, mission driven environment.

Responsibilities
Track daily shipments end to end to ensure on time delivery performance; escalate risks and follow through to resolution.
Source Proof of Delivery (POD) documents upon request and maintain organized, retrievable records.
Retrieve packing slips upon request and verify shipment documentation accuracy.
Document delivery issues (delays, shortages, damages, misroutes) with clear notes and evidence for timely resolution.
Notify internal partners with reliable ETA updates and delivery status changes.
Monitor claim activity (e.g., loss/damage) and support case creation, updates, and closure tracking.
Communicate with external service providers (carriers/3PLs) professionally to obtain status, PODs, and corrective actions.
Monitor supply inventory levels and flags (e.g., low stock, holds) to help prevent fulfillment delays.

Qualifications:
Currently pursuing a Bachelor s degree (Supply Chain, Logistics, Operations, Business, Industrial Engineering, Public Health, or related).
Strong attention to detail and process discipline; comfortable working with time sensitive tasks.
Clear written and verbal communication able to summarize issues and next steps for different audiences.
Proficiency with Microsoft Excel (lookups, pivots, basic charts); familiarity with Smartsheet/Power BI is a plus.
Collaborative mindset and willingness to learn pharma compliance basics (chain of custody, temperature control, documentation).

Organization & Attention to Detail
Document management
Recordkeeping accuracy
Data entry and validation
Following established processes and procedures

Communication Skills
Professional email communication
Customer service mindset
Ability to communicate with carriers and internal stakeholders
Clear written documentation of issues and resolutions

Analytical & Problem-Solving Skills
Shipment tracking
Issue escalation and follow-up
Exception management
Root cause identification

Microsoft Office
Excel (lookups, pivot tables, filtering, sorting, basic charts)
Outlook
Teams
Word

Behavioral Competencies
Dependability and accountability
Sense of urgency
Ability to manage multiple priorities
Strong follow-through
Teamwork and collaboration
Curiosity and willingness to learn
Professionalism when interacting with customers and carriers

Preferred / Nice-to-Haves:

Supply Chain / Logistics Knowledge
Transportation and distribution concepts
LTL, parcel, and carrier operations
Proof of Delivery (POD) management
Inventory monitoring

Technology & Reporting
Power BI

EEO:
Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.

About the Company

M

Mindlance

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