Administrative Assistant – Pharmacy Operations & Reporting

Role Name: Administrative Assistant / Pharmacy Operations Assistant

Schedule:
Full-Time (40 hours per week), within EST business hours

Client Overview

A growing U.S.-based pharmacy organization operating across multiple locations is looking for a highly organized Administrative Assistant to support its day-to-day reporting, invoice management, vendor coordination, inventory administration, and general back-office operations.

This is a junior-level position working within an established administrative structure. The successful candidate will receive guidance and training while gradually taking ownership of recurring operational processes.

Job Description

We are seeking a detail-oriented and dependable Administrative Assistant to provide recurring operational and administrative support across multiple pharmacy locations.

The role combines daily reporting, spreadsheet management, invoice processing, reconciliation support, vendor follow-up, inventory ordering, and general administration.

This position is ideal for someone who is very comfortable with numbers and spreadsheets and has excellent follow-through. You should be the type of person who notices when something does not reconcile and continues investigating and following up until the issue is fully resolved.

Responsibilities

Daily Reporting & Data Management

• Pull recurring reports from the pharmacy management system each morning
• Format and organize reporting data using Google Sheets and Excel
• Distribute reports according to established daily schedules
• Prepare additional reports for prescribers, payroll, and management as requested
• Send a daily summary highlighting open items, outstanding issues, and matters requiring decisions
• Maintain accurate operational dashboards and tracking spreadsheets

Invoices, Payments & Reconciliation

• Maintain the company's invoice management tracker across multiple vendors
• Track invoice due dates, payment status, and outstanding balances
• Prepare daily summaries of upcoming payments
• Identify opportunities to capture available early-payment discounts
• Perform credit card reconciliation across multiple locations
• Reconcile ABC and Kinray vendor statements
• Enter invoices into pharmacy software and match them against packing slips
• Close and receive invoices accurately within the system
• Track outstanding credits and debits until fully resolved
• Assist with monthly accounts receivable account closures

Vendor Communication & Follow-Up

• Monitor and organize the accounts email inbox
• Triage incoming messages and provide clear summaries of required actions
• Follow up with vendors regarding order status, delivery dates, remittance advice, outstanding invoices, and missing credits
• Maintain vendor account information and documentation
• Assist with vendor account reactivations, payment authorizations, and required forms
• Proactively follow up on discrepancies until they are resolved

Ordering & Pharmacy Administration

• Support daily ordering and reordering of over-the-counter pharmacy inventory
• Check pricing, product availability, and order status through vendor portals
• Maintain accurate records of purchasing activities
• Coordinate information across multiple pharmacy locations as required

General Administrative & HR Support

• Follow up on employee licenses and compliance renewals
• Assist with new employee onboarding
• Support employee time tracking
• Identify and follow up on missing payroll punches
• Provide additional administrative assistance during periods when recurring assignments are completed

Requirements

• Previous experience in an Administrative Assistant, Operations Assistant, Accounts Assistant, or similar back-office role
• Strong Microsoft Excel and Google Sheets skills
• Excellent numerical accuracy and attention to detail
• Comfortable learning new software, systems, and vendor portals
• Strong written English for professional emails, summaries, and internal updates
• Excellent organizational and task-management skills
• Ability to manage multiple recurring deadlines simultaneously
• Strong follow-through — willing to investigate and chase discrepancies until they are fully resolved
• Ability to work independently while following established processes and procedures

Highly Regarded Skills & Experience

• Previous experience in a pharmacy, healthcare, or multi-location business
• Accounts payable or bookkeeping experience
• Experience with invoice entry and reconciliation
• Experience reconciling vendor and credit card statements
• Familiarity with inventory ordering and vendor management
• Experience supporting payroll, onboarding, or compliance administration

Previous pharmacy experience is beneficial but is not required for this position.

Scope

• Full-time remote position supporting operations across multiple business locations
• Work closely with a more senior administrative team member who may provide initial training and guidance
• Own recurring morning reporting and administrative processes once trained
• Support invoice management, reconciliation, purchasing, vendor communication, and general administration
• Maintain consistent follow-up on outstanding financial and operational items
• Take on additional administrative responsibilities as capacity allows

Ideal Candidate Profile

The ideal candidate is a reliable, detail-focused junior administrator who enjoys structured processes and working with spreadsheets and numbers.

They do not need to know everything from day one, but they should be comfortable learning systems quickly and taking ownership once trained. Most importantly, they have excellent follow-through: if an invoice does not reconcile, a vendor owes a credit, or information is missing, they will continue following up until the issue is actually resolved.

Apply now. Start supporting.