Administrative Assistant

About Our Client Partner

Aquent is partnering with a globally recognized leader in the consumer goods industry, a dynamic and innovative company dedicated to bringing high-quality products to consumers worldwide. This organization is at the forefront of its market, driven by a passion for excellence and a commitment to operational efficiency. Joining this team means contributing to a brand that impacts millions, fostering an environment where meticulous attention to detail and proactive problem-solving are key to success.

About the Opportunity

Are you ready to be the central hub for critical business operations, making a tangible impact on supply chain efficiency and operational excellence within a dynamic global brand? We are seeking a highly organized and proactive professional to join a vibrant team, where you will be instrumental in keeping projects on track, resolving complex issues, and contributing to the seamless flow of goods that bring innovative products to market. Your meticulous attention to detail and proactive problem-solving will directly support marketing initiatives and overall business objectives, making you an indispensable part of the team's success. This pivotal role offers the opportunity to directly influence the speed and accuracy of product delivery, ensuring that groundbreaking products reach consumers efficiently and effectively.

What You'll Do

As a key member of the operations team, you will manage vital processes that underpin the entire supply chain and project lifecycle. Your day-to-day will involve a blend of strategic coordination, detailed tracking, and collaborative problem-solving, ensuring operational fluidity and supporting critical business objectives. You will:

• Manage and track all inbound international shipments, including status with freight forwarders, confirming delivery dates, rerouting goods as needed, and obtaining Proof of Deliveries (PODs).
• Share weekly shipment status reports with the Marketing team, providing essential updates and insights that inform strategic decisions.
• Maintain comprehensive team status reports for all projects, meticulously tracking purchase orders (POs) and delivery dates to ensure timely execution.
• Generate and issue purchase orders, ensuring strict adherence to auditing standards, including quotes, approvals, and compliance requirements.
• Act as a primary point of contact for resolving receiving discrepancies, providing necessary documentation to assist receiving teams in locating delivered goods efficiently.
• Request and approve expedited services when necessary, collaborating with suppliers to ensure all goods are delivered in full and all necessary documentation is completed accurately.
• Facilitate smooth vendor payments by collaborating with the Accounts Payable team, entering confirmations for non-stock POs, reviewing invoices for accuracy, and resolving parked or blocked invoices.
• Prepare detailed quarterly and annual spend reports, providing crucial financial insights for effective project management and budgeting.
• Support project procurement for recurring items such as color accessories, basic glorifiers, and gift-with-purchase items, ensuring consistent availability.
• Assist in sourcing new promotional materials, contributing directly to marketing and brand initiatives that capture consumer attention.

What You'll Bring

We are looking for a candidate who thrives in a fast-paced environment and possesses a keen eye for detail. Your ability to manage multiple priorities and collaborate effectively across various teams will be crucial to your success. To excel in this role, you will need:

• Proven experience in business coordination, executive assistance, or a similar role with a strong focus on operational support.
• Exceptional organizational skills and meticulous attention to detail, particularly in tracking shipments, managing purchase orders, and maintaining comprehensive project status reports.
• Strong communication and interpersonal skills, enabling effective collaboration with freight forwarders, marketing teams, receiving teams, suppliers, and Accounts Payable.
• Demonstrated problem-solving abilities, especially in resolving receiving issues and invoice discrepancies quickly and efficiently.
• Familiarity with procurement processes, including issuing purchase orders and ensuring compliance with auditing standards.
• The ability to manage multiple tasks and priorities effectively in a dynamic, fast-paced environment.