Job Details

Description

Stewart Moving & Storage is seeking a detail-oriented and highly organized Administrative Assistant to support our operations team. This role is critical to ensuring completed jobs are billed accurately and promptly so invoices can be generated and sent without delay. The position also plays a key role in tracking fast-moving storage inventory within our facility.

Position Overview

The Administrative assistant is responsible for managing high-volume job paperwork, processing documentation for completed moves, and coordinating closely with operations and billing departments. This role requires strong organizational skills, the ability to prioritize under time-sensitive deadlines, and adaptability to shifting operational needs - particularly in a fast-paced storage environment.

Key Responsibilities

• Process paperwork for every completed job at the location, ensuring all required fields and documentation are accurate and complete

• Submit finalized paperwork to the billing department promptly so invoices can be issued as quickly as possible

• Track and manage storage shipments moving in and out of the facility, with upwards of 100 active storage shipments at any given time

• Maintain accurate records for short-term and long-term storage, including rapid turnover shipments

• Manage a high volume of incoming emails, including categorizing, flagging, responding, and entering data as required

• Perform consistent and accurate data entry across internal systems

• Communicate professionally with operations, warehouse, and billing teams to resolve missing or incorrect information

• Adapt quickly to changing operational priorities and urgent requests while maintaining accuracy and efficiency

• Exceptional organizational and time-management skills

• Strong attention to detail with the ability to identify missing or incorrect information

• Comfortable working in a fast-paced, high-volume environment

• Proven ability to manage multiple moving parts simultaneously, especially storage and billing workflows

• Proficient in data entry and document management

• Clear and professional written and verbal communication skills

• Ability to pivot quickly as operational priorities change

• Prior billing, administrative, logistics, or warehouse coordination experience preferred (but not required)
• Job is In Office, Monday through Friday 9am to 5pm.

• Stable, well-established company with a strong operational foundation

• Essential role that directly impacts billing timelines, inventory accuracy, and cash flow

• Collaborative team environment with clear expectations and accountability