Administrative AssistantJob Summary The Administrative Assistant at IPF Sourcing provides administrative and operational support to the company's leadership team while helping ensure the smooth day-to-day operation of the business. This role assists with scheduling, documentation, vendor and client communications, order tracking, and general office administration. The Administrative Assistant works closely with internal departments, suppliers, and customers to keep projects organized, deadlines on track, and business operations running efficiently. Responsibilities Provide administrative support to leadership by managing calendars, scheduling meetings, and coordinating conference calls. Prepare meeting agendas, take meeting notes, and track action items to ensure timely follow-up. Draft, proofread, and manage professional email correspondence and maintain confidentiality in all communications. Assist with purchase order tracking, vendor documentation, and shipping schedules to support procurement and logistics operations. Maintain organized vendor, customer, and product records, ensuring information remains accurate and up to date. Respond to customer and vendor inquiries or route requests to the appropriate team members. Prepare presentations, reports, spreadsheets, and other business documents as needed. Assist with invoice tracking, expense reporting, and document organization to support accounting and finance functions. Coordinate travel arrangements, including flights, hotels, and itineraries for company personnel when needed. Perform research on vendors, products, pricing, and market opportunities to support purchasing and business initiatives. Assist with document management, compliance records, W-9s, certificates of insurance, NDAs, and other administrative documentation. Support office operations by organizing files, maintaining records, ordering office supplies, and assisting with special projects as assigned. Experience & Background Previous administrative or office support experience is required. 1-3 years of experience as an Administrative Assistant, Office Administrator, Project Coordinator, or similar administrative role preferred. Experience working in procurement, distribution, logistics, manufacturing, or supply chain environments is a plus. Familiarity with customer service and business-to-business (B2B) communication. Experience maintaining spreadsheets, databases, CRM systems, or vendor records. Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) and Google Workspace. Experience with QuickBooks or similar accounting software is preferred but not required. Strong organizational skills with exceptional attention to detail and accuracy. Excellent written and verbal communication skills. Ability to prioritize multiple tasks, meet deadlines, and work independently in a fast-paced environment. Professional demeanor with the ability to handle confidential information responsibly.

Job Types:

Full-time, Part-time Pay:

$23.00 - $27.00 per hour

Benefits:

Flexible schedule Paid time off

Work Location:

In person