Logistics And Warehousing Jobs in Ross

Senior Administrative Assistant

6-Month Contract

Hybrid (as needed) in San Rafael, CA (approximately 5 days/month onsite)

Must be able to work on a W2

Requirements

• Provide primary administrative support to the Head of Global Pharmacovigilance and the broader Global Patient Safety (GPS) team.
• Serve as a central point of contact, facilitating communication and supporting operational and project-based activities across departments.
• Proactively schedule and coordinate meetings and conference calls, including calendar management, room reservations, technical setup, catering coordination, preparation of materials, and recording of meeting minutes as needed.
• Anticipate and resolve scheduling conflicts to ensure productive and well-attended meetings.
• Oversee logistics for offsite meetings and team events, including hotel and restaurant bookings, catering arrangements, and team-building activities.
• Arrange business travel in accordance with company policy, managing flight, accommodation, and transportation bookings while adhering to budgetary and compliance requirements.
• Prepare and process expense reports accurately and promptly using systems such as Concur, ensuring complete documentation and timely reimbursement.
• Monitor and replenish departmental office supplies to support daily operations.
• Act as liaison for IT-related issues, facilitating timely resolution to support team productivity.
• Actively participate in on-site and off-site team meetings to support communication and operational continuity.
• Maintain and coordinate calendars for department leadership and team members.
• Submit and track departmental contract requests within the contract management system, ensuring accurate status monitoring.
• Monitor and reconcile departmental invoices to ensure financial accuracy and timely payment.
• Develop and maintain project trackers and spreadsheets, follow up on deliverables, and support status reporting.
• Organize and maintain departmental files within the document management system to ensure accessibility and preservation of institutional knowledge.
• Update and maintain departmental contact lists and organizational charts.
• Manage multiple priorities in a fast-paced, deadline-driven environment with strong attention to detail.
• Utilize Microsoft Office Suite, Concur, SharePoint, and other business tools to support efficient workflow.
• Communicate effectively with internal and external stakeholders, demonstrating professionalism, discretion, and sound judgment.
• Work independently, quickly learn new tasks, and proactively anticipate departmental needs.

Qualifications

• Minimum of 5 years of administrative experience within the biotechnology or pharmaceutical industries.
• Experience supporting pharmacovigilance functions highly desirable.
• Bachelor’s degree highly preferred.

About the Company

Pegasus Solar is the fastest growing provider of proprietary solar mounting hardware and project design software in the United States. In 2025, we manufactured and shipped more than 40 million parts, with a Pegasus system installed once per minute. We are a tight knit, high impact team driven to accelerate the widespread deployment of solar by making it simpler, faster, and better. Founded in 2012, Pegasus partners with installers to design and engineer products that improve installation efficiency and long-term reliability. With over 130 patents issued and pending and over half a million solar projects installed using Pegasus, we continue to set the standard for innovation and reliability in solar. Our purpose is Accelerating Solar Deployment. If you are passionate about clean energy, innovation, and scaling world class hardware, this is where you will make an impact.

About the Role

As a Global Procurement & Trade Manager, you will own supplier procurement, purchase execution, and manage international trade operations across Pegasus’s global supply chain. This role is responsible for issuing purchase orders, coordinating inbound and outbound logistics, and facilitating import/export customs compliance for shipments into the United States and other international markets. You will work closely with Pegasus manufacturing and sourcing, our logistics partners, finance, planning/forecasting, and the sales operations to ensure material availability, optimize cost control, and ensure compliant global movement of goods. The Global Procurement & Trade Manager will report directly to the Head of Manufacturing & Supply Chain and will support the Director of Business Intelligence.

Responsibilities

• Procurement & Supplier Management
• Own end-to-end procurement execution with domestic and international suppliers.
• Plan, issue and manage purchase orders aligned to approved demand plan.
• Support domestic and international strategic supplier selection.
• Monitor and track supply chain pricing, sourcing lead times, MOQs and contractual sourcing terms, indexed with prevailing material, labor costs, logistics, FOREX and import duties.
• Work closely with Manufacturing & Sourcing to build strong supply chain partnerships, ensuring timely capacity development, consistent product quality, risk mitigation, and best value landed COGs.
• Work closely with Quality to execute timely supply chain audits.

• Import / Export & Trade Compliance
• Own all import and export operations for Pegasus globally.
• Work closely with Pegasus customs brokers to manage customs clearance for imports into the United States and other countries.
• Ensure compliance with international trade regulations, tariffs, duties, and documentation requirements.
• Coordinate with freight forwarders, customs brokers, and logistics providers.
• Maintain accurate HTS codes, country of origin data, and trade documentation.

• Logistics & Inventory Execution
• Oversee inbound and outbound international logistics execution.
• Coordinate shipment timing with suppliers, warehouses, and 3PL partners.
• Manage quarterly inventory counts and reconciliation at Pegasus’ headquarter warehouse and multiple 3PLs.
• Ensure accurate inventory receipts and ERP transactions.

• Cross-Functional Collaboration
• Partner closely with Pegasus demand planning and forecasting.
• Collaborate with operations, finance, and leadership.

Qualifications

• Bachelor’s degree in Supply Chain Management, Business Operations, Engineering, or equivalent Supply Chain Professional certification.
• 10+ years of working experience.
• 5+ years working in procurement, global trade, and supply chain operations.

Required Skills

• Strong working proficiency with ERP systems such as SAP or Oracle Netsuite.
• Advanced Excel and data analysis experience.
• Global procurement and supply chain management experience.
• Experience in planning and procurement for in-house assembly and packout.
• Possesses strong analytical and data driven decision-making skills.
• Ability to communicate clearly both written and verbally.

Preferred Skills

• Sales, Inventory, and Operations Planning experience highly desired.
• Hardware or durable goods manufacturing experience.
• Experience in high growth or scaling companies.
• Fluency in Mandarin and Spanish.

Pay range and compensation package

Work location – While the position can largely be remote, it is expected that the Global Procurement & Trade Manager will be onsite a few days each month for team collaboration and to coordinate inventory count validation. Travel – The position will require periodic travel to interface with supply chain partners and to attend trade shows.

Equal Opportunity Statement

Pegasus Solar is committed to diversity and inclusivity in the workplace.