Administrative Support Specialist

Job Title: Administrative Support Specialist
Company: Plasvacc USA Inc.
Location: Templeton, CA
Job Type: Full-Time
Schedule: Monday–Friday, 7:30 AM – 4 PM

About the Role:

We are looking for a reliable, detail-oriented Administrative Support Specialist to join our team. Working under the Assistant Financial Controller, this position plays a critical role in day-to-day operations by supporting accounting, customer service, shipping, inventory, and administrative functions. If you’re someone who thrives in a fast-paced environment and enjoys wearing many hats, we’d love to meet you!

Key Responsibilities:

Accounting & Finance Support:

• Process Accounts Payable (AP) and Accounts Receivable (AR) invoices
• Reconcile credit card statements and generate customer statements
• Manage finance charges and SAP payments
• Maintain accurate filing systems for AP & AR

Customer Service & Admin:

• Answer phones and assist customers with professionalism
• Greet clients and visitors
• Support with general administrative duties, sales deliveries, and errands
• Function as personal assistant to Company Officers
• Maintain supply inventory
• Deliver local orders and/or pick-up local supplies

`Shipping & Logistics:

• Prepare and pack orders for shipping
• Assemble shipping materials
• Provide FedEx tracking support and process claims
• Assist in investigating delayed FedEx packages

Inventory & Facility Support:

• Receive and check in incoming deliveries
• Maintain accurate inventory records and assist with inventory counts
• Monitor and log temperature-sensitive storage (e.g., freezers)
• Assist with general facility tasks including cleanliness and equipment sterilization
• Support production tasks such as assembling kits and preparing materials

Physical Requirements:

• Be able to lift and move over 55 lbs.
• Able to work in varying climates, including very cold and very hot temperatures. Must also be able to work in walk in freezers.
• Repetitive hand motions
• Sitting and standing for extended periods of time.
• Significant amount of time working at a computer
• Walk on uneven ground.
• Lift, bend, squat, and reach

Skills and Experience:

• Outstanding attention to detail
• Strong organizational and multitasking skills
• Excellent communication and phone etiquette
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Prior experience in office administration and AP/AR preferred
• Familiarity with SAP or other ERP/CRM systems is a plus
• Ability to organize and prioritize work to meet deadlines in high pressure situations
• Ability to communicate verbally and in writing and follow written and verbal instructions
• Valid California driver license
• Clean and professional appearance

Benefits:

• Health insurance and simple IRA
• Paid vacation and sick leave
• Cross-training and growth opportunities
• Supportive and team-oriented work environment

Schedule:

• Monday to Friday, 7:30 am-4:00pm PST. On occasion, overtime might be required.

How to Apply:

Submit a cover letter and your resume through Indeed.

Employment is contingent upon the successful completion of a background check and pre-employment drug screening.

We are an Equal Opportunity Employer

We are committed to creating an inclusive, respectful workplace for all employees.

Job Type: Full-time

Pay: $24.00 - $27.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Ability to Commute:

• Templeton, CA 93465 (Required)

Work Location: In person