Administrative Assistant, Pasadena

Job Description

Job Description We are looking for an Administrative Assistant to support import-related coordination for an agriculture organization in Pasadena, California. This Long-term Contract position is fully onsite and is well suited for someone who is highly organized, comfortable managing documentation, and able to keep pace with time-sensitive operational work. The person in this role will help maintain smooth day-to-day administrative processes by tracking shipments, handling records, and communicating with external partners and internal teams.

Responsibilities:• Monitor incoming import activity, follow shipment progress, and keep stakeholders informed of status updates. • Prepare, organize, and maintain import files to ensure documentation is complete, accurate, and easy to retrieve. • Communicate with suppliers, carriers, freight partners, and internal departments to resolve questions and support timely movement of goods.• Review shipping paperwork, invoices, and packing documentation to identify discrepancies and help ensure compliance with internal standards. • Enter operational data into tracking logs and reports while maintaining a high level of accuracy. • Assist with administrative coordination relatedto import operations, including document filing, report preparation, and routine office support.• Help organize records and support reporting needs for ongoing import activities and related transactions.• At least 3 years of experience in administrative support, logistics coordination, or a related office-based role. • Strong working knowledge of Microsoft Excel and the broader Microsoft Office Suite.• Experience with data entry and document handling, with consistent attention to accuracy and detail. • Ability to manage multiple assignments at once and prioritize work effectively in a fast-moving environment. • Clear written and verbal communication skills for working with both externalcontacts and internal teams.• Familiarity with import or export documentation is preferred, though not mandatory. • Detail-focused, dependable, and capable of maintaining an organized approach to daily responsibilities.