Administrative Assistant

Night‑Shift Administrative Assistant (Routing & Order Entry)Location: Sanford, FL Schedule: Full‑Time | Night Shift Position SummaryThe Night‑Shift Administrative Assistant is responsible for all overnight administrative workflow, including entering customer orders, completing routing for all delivery trucks, and preparing accurate documentation for driver departure. This role is critical to ensuring the next day’s operations run smoothly, with precise routing, organized paperwork, and fully transposed order information. The ideal candidate is detail‑oriented, highly organized, and able to work independently in a fast‑paced distribution environment.Key ResponsibilitiesOrder Entry & DocumentationEnter all customer orders, adjustments, substitutions, and shortages into the system with complete accuracy.Review pick sheets and warehouse documentation to ensure all changes are properly transposed.Verify pricing, quantities, and product codes before finalizing orders.Maintain organized digital and physical records for office and warehouse use.Routing & Dispatch PreparationBuild and finalize delivery routes for all drivers based on order volume, customer requirements, and operational efficiency.Sequence stops to ensure optimal delivery flow and time management.Verify route accuracy against warehouse staging and communicate discrepancies to night‑shift management.Prepare complete route packets, including invoices, manifests, temperature logs, and any required compliance documents.Driver Departure PreparationAssemble all paperwork drivers need for morning dispatch, ensuring accuracy and completeness.Organize route packets by driver and route number for efficient pickup.Communicate any special instructions, customer notes, or delivery requirements to night‑shift leadership for driver briefing.Ensure all digital files and printed documents are ready before shift end.Administrative Workflow & SupportMaintain communication with night‑shift warehouse management regarding shortages, substitutions, and staging issues.Assist with nightly reporting, documentation audits, and administrative tasks as assigned.Ensure confidentiality and accuracy in all administrative processes.Work independently with minimal supervision while maintaining productivity and precision.QualificationsExperience in administrative support, data entry, routing, or logistics preferred.Strong attention to detail, accuracy, and documentation control.Ability to work independently during night‑shift hours.Proficiency with spreadsheets, routing tools, and order‑entry systems.Reliable, organized, and able to manage multiple priorities under time pressure.Strong communication skills with the ability to remain professional and clear.Comfortable working in a fast‑paced distribution environment.Work EnvironmentOffice setting within an active produce distribution facility.Frequent coordination with night‑shift warehouse leadership.Time‑sensitive deadlines tied to morning dispatch.Requires adherence to strict documentation, accuracy, and workflow standards.