Administrative Assistant

Job Title:Pharmaceutical Distribution & Logistics Administrative Assistant
 Assignment Length: 3 months
Location: Louisville, KY 40219

Shift/Schedule:

• 30–40 hours per week (8am-5pm)
• Peak season hours with potential early day or late day check ins to align with carrier cutoffs

Location Specifics: 100% onsite at UPS Supply Chain Logistics, 1860 Outer Loop Louisville, KY 40219

Job Description:

Make a real world impact. Join the Distribution & Logistics team supporting the delivery of flu vaccines across the U.S. During this peak season internship, you’ll gain hands on exposure to pharmaceutical distribution, logistics operations, and supply chain execution in a fast moving, mission driven environment.

What you’ll do (Key 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.

What you’ll learn
• Fundamentals of GDP (Good Distribution Practice) in temperature controlled pharma logistics.
• How distribution centers, carriers, and customer operations align to deliver time critical healthcare products.
• Practical skills in exception management, carrier portals/WMS/TMS, and data driven reporting.

Minimum Required 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 procedures

Communication Skills
• Professional email communication
• Customer service mindset
• Ability to communicate with carriers and internal stakeholders
• Clear written documentation of issues and resolutions

Analytical & Problem-Solving Skills
• Shipment tracking
• Issue escalation and follow-up
• Exception management
• Root cause identification

Microsoft Office
• Excel (lookups, pivot tables, filtering, sorting, basic charts)
• Outlook
• Teams
• Word

Behavioral 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 carriers

Preferred / Nice-to-Haves:

Supply Chain / Logistics Knowledge
• Transportation and distribution concepts
• LTL, parcel, and carrier operations
• Proof of Delivery (POD) management
• Inventory monitoring

Technology & Reporting
• Power BI

Compliance Awareness
• Temperature-controlled logistics
• Pharmaceutical or healthcare experience 

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. The pay rate for this position is $20.00/hr.