About the Position:E Ink's Fremont site is a Research and Development Center with a small warehouse operation. The Shipping & Office Administrator coordinates shipping and receiving, office administration, and site support activities to help maintain an organized and efficient workplace.
This position manages domestic and international shipments, maintains accurate records, and provides administrative support to the Facilities and R&D teams. The role also coordinates office supplies, visitor and vendor interactions, meetings, and employee events.
The successful candidate is organized, proactive, and service-oriented, with strong communication and computer skills and the ability to manage competing priorities while working effectively across teams.
Key Responsibilities:Shipping, Receiving and Inspecting Shipments- Receive, unload, and inspect incoming shipments; verify quantities, conditions, and accuracy against purchase orders, packing slips, and other supporting documentation.
- Identify shipments containing chemicals and coordinate appropriate handling and routing with designated personnel in accordance with established procedures.
- Complete receiving transactions in SAP & internal systems, maintain accurate records, and route packages to the appropriate recipients or storage locations.
- Prepare domestic and international shipments, including packaging, shipping labels, commercial invoices, and other required documentation.
- Coordinate shipment requirements and scheduling with carriers, suppliers, and internal teams; track deliveries and resolve shipping discrepancies.
- Maintain complete and accurate shipping and receiving records
Documentation and Administrative Support- Support the Facilities and R&D teams with document processing, recordkeeping, and the administration of standard operating procedures (SOPs).
- Organize and maintain documentation in accordance with established company procedures.
- Provide administrative support for office and laboratory operations as needed.
Office and Site Coordination- Monitor inventory and replenish shipping, facilities, breakroom, and office supplies.
- Serve as a primary point of contact for visitors, vendors, and deliveries, coordinating with appropriate internal contacts.
- Coordinate vending services and follow up with vendors to address service or supply issues.
- Support daily office activities and help maintain an organized, welcoming workplace.
Meetings and Employee Events- Coordinate meeting logistics, including catering orders, food deliveries, refreshments, supplies, setup, and cleanup.
- Plan and coordinate employee events, including the holiday party, summer family event, and team-building activities.
- Lead the Inker Committee in coordinating employee engagement, philanthropic, and other site events throughout the year.
- Coordinate event schedules, vendors, and communications with internal stakeholders.
Required Qualifications:- Experience coordinating shipping and receiving activities, including domestic and international shipments.
- Experience in office administration or a comparable support role.
- Working knowledge of shipping documentation, applicable shipping requirements, and Harmonized System (HS) codes.
- Experience using shipping software and inventory or receiving systems.
- Proficiency with computer applications used for email, spreadsheets, document preparation, and scheduling.
- Experience coordinating meetings, catering, and events from planning through completion.
- Strong written, verbal, and interpersonal communication skills, with the ability to work effectively across teams and with external vendors.
- Strong organizational skills, attention to detail, and the ability to maintain accurate records.
- Demonstrated ability to prioritize competing demands, solve problems, and take initiative.
- A professional, responsive approach to customer service.
Benefits:- Competitive Total Compensation Package
- Medical, Dental and Vision on 1st day
- Company 401K match
- Paid Time Off & Holidays
- Sick Leave Policy
- Casual day to day work environment
- Hybrid/flexible work environment (for some positions)
Salary Range Disclosure: The hourly range for this position is $35 to $45, not including any variable pay. The total compensation package may include performance-based incentives, discretionary bonuses, and other variable pay components. The salary range for this position reflects a reasonable estimate at the time of posting and may vary based on factors such as experience, skills, education, certifications, and location.
