General Facility & Office Support - Administrative Assistant
MindlanceLouisville, KY
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Overview
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On-site
Job Description
Job Description: Join the Distribution & Logistics team supporting the delivery of flu vaccines across the U.S. During this peak season internship, gain hands on exposure to pharmaceutical distribution, logistics operations, and supply chain execution in a fast moving, mission driven environment.Responsibilities Track daily shipments end to end to ensure on time delivery performance; escalate risks and follow through to resolution. Source Proof of Delivery (POD) documents upon request and maintain organized, retrievable records. Retrieve packing slips upon request and verify shipment documentation accuracy. Document delivery issues (delays, shortages, damages, misroutes) with clear notes and evidence for timely resolution. Notify internal partners with reliable ETA updates and delivery status changes. Monitor claim activity (e.g., loss/damage) and support case creation, updates, and closure tracking. Communicate with external service providers (carriers/3PLs) professionally to obtain status, PODs, and corrective actions. Monitor supply inventory levels and flags (e.g., low stock, holds) to help prevent fulfillment delays.Qualifications: Currently pursuing a Bachelor s degree (Supply Chain, Logistics, Operations, Business, Industrial Engineering, Public Health, or related). Strong attention to detail and process discipline; comfortable working with time sensitive tasks. Clear written and verbal communication able to summarize issues and next steps for different audiences. Proficiency with Microsoft Excel (lookups, pivots, basic charts); familiarity with Smartsheet/Power BI is a plus. Collaborative mindset and willingness to learn pharma compliance basics (chain of custody, temperature control, documentation).Organization & Attention to Detail Document management Recordkeeping accuracy Data entry and validation Following established processes and proceduresCommunication Skills Professional email communication Customer service mindset Ability to communicate with carriers and internal stakeholders Clear written documentation of issues and resolutionsAnalytical & Problem-Solving Skills Shipment tracking Issue escalation and follow-up Exception management Root cause identificationMicrosoft Office Excel (lookups, pivot tables, filtering, sorting, basic charts) Outlook Teams WordBehavioral Competencies Dependability and accountability Sense of urgency Ability to manage multiple priorities Strong follow-through Teamwork and collaboration Curiosity and willingness to learn Professionalism when interacting with customers and carriersPreferred / Nice-to-Haves:Supply Chain / Logistics Knowledge Transportation and distribution concepts LTL, parcel, and carrier operations Proof of Delivery (POD) management Inventory monitoringTechnology & Reporting Power BI EEO: Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.
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FAQs About General Facility & Office Support - Administrative Assistant Jobs at Mindlance
What is the work location for this position at Mindlance?
This job at Mindlance is located in Louisville, KY, according to the details provided by the employer. Some roles may also include multiple work locations depending on the requirement.
What pay range can candidates expect for this role at Mindlance?
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