Staff Assistant, Office Operations & Shipping Coordination
Overview
Own and manage day-to-day office tasks at scale, ensuring accurate filing, shipping, and documentation. You will handle high volumes of invoices, packing lists, and shipping instructions with minimal supervision in a collaborative, in-person Phoenix office. The role emphasizes meticulous record keeping, multi-tasking, and strong communication to support the office manager and teammates. This position offers growth through on-the-job learning and exposure to administrative operations.
What You'll Do5
- 1Build and manage email inboxes, virtual filing systems, spreadsheets, and shipping schedules to ensure on-time filings
- 2Prepare high volume of invoices, packing lists, and shipping instructions with accuracy and speed
- 3Proofread incoming and outgoing paperwork and shipping documents for accuracy
- 4Monitor shipping schedule for on-time filings and maintain tidy office records
- 5Assist office manager, supervisor, and colleagues with other office duties as assigned
Requirements7
- 1High School Diploma or GED required; Associate degree preferred
- 2Proficient in Microsoft OS, Office 365 and Internet
- 3Excellent written and verbal communication skills
- 4Strong attention to detail and organizational skills
- 5Ability to multitask and work independently
- 6Basic math skills
- 7Eagerness to learn and obtain new skills
Salary Insight
$46k per year
Location
Required Skills
Similar open positions
Explore active roles that match your skills and interests.
Veritas Global Protection Services, Inc
VerifiedAdministrative Assistant, Office Support & Database Management
Provide administrative and organizational support to management and departments across a fast paced office. Manage records, correspondence, scheduling, and onboarding tasks while ensuring confidentiality and accuracy. Collaborate with vendors and internal teams to keep operations running smoothly and support company projects. This role offers in person work in Phoenix with growth potential in a small to mid sized administrative team.
Country Cooling & Heating, LLC
VerifiedOffice Assistant, Customer Service & Admin Support
Own day-to-day office operations and customer service workflows at a local Phoenix business. You will support the Operations Manager and Marketing Coordinator with administrative tasks, customer communications, and appointment scheduling at a small onsite office. You will help keep records organized, manage inquiries by phone and email, and contribute to a positive office environment.
HP West Inc.
VerifiedOperations Manager, QuickBooks & UPS WorldShip
Own warehouse operations and order processing at scale, coordinating shipping, inventory, and clerical support in an on-site Phoenix facility. You will manage data entry, packing, carrier claims, and weekly inventory counts while collaborating with sales and warehouse staff. This role blends admin tasks with physical workflow and ensures accurate, timely shipments. What makes this role distinctive is hands-on warehouse coordination combined with accounting-like duties in QuickBooks and Outlook.
Marshall Insulation
VerifiedOffice Assistant, Notary & Invoicing Support
Own invoicing, phone support, and customer coordination at a regional insulation company. You will handle billing and progress billing while assisting Production Managers with day-to-day tasks. This role sits on site in Phoenix and contributes to smooth office operations.
Aston Carter
VerifiedOffice Assistant, QuickBooks & Administrative Support
Own front desk operations and accounting support for a corporate office with a manufacturing site partnership. You will handle visitor management, invoicing, vendor data entry, and executive support at scale. Collaborate with multiple executives and teams to ensure accurate processing of invoices and financial data. This role offers exposure to both office administration and accounting workflows in a small team environment.
Azora, Inc.
VerifiedOffice Manager and Executive Assistant, Communications & Operations
This role owns in-person executive support, purchasing, travel, and office operations for a fast-growing company. You will coordinate calendars, travel, onboarding, and vendor relationships for a growing team across domestic and international needs. You’ll keep the office organized, tracks tasks, and improve internal systems as the company scales. This position offers broad ownership and room to grow with the company.