Administrative Assistant, Distribution Center

3 hours ago

Vacaville, United States Highline Warren Full time
The Administrative Assistant will perform administrative duties and facility oversight in support of the Distribution Center Management Team. This includes but may not be limited to the organization and coordination of office administration to ensure effectiveness, efficiency, and safety. This position reports to the Director of Operations.

ESSENTIAL FUNCTIONS

To perform this job successfully, an individual must be able to perform each essential function. These are the typical duties/responsibilities and include, but are not limited to the following:
  • Provide support to our managers and employees and assisting in daily office needs.
  • Receptionist for the distribution center, answering and directing phone calls.
  • Calling for pick-ups with carriers and scheduling deliveries.
  • Enter retail customers in TMS (Transportation Management System).
  • Assist with payroll function and submission.
  • Maintain appropriate filing systems.
  • Process receiving paperwork.
  • Filing orders, BOLs, and scanning documents.
  • Assist with DC Safety Training.
  • Organize and schedule appointments
  • Assist in the preparation of regularly scheduled reports.
  • Maintain site vacation schedules.
  • Order office supplies and warehouse consumables.
  • Assist with security access and key card system.
  • Assist HR and DC management with New Hire Orientation.
  • This position will evolve over time to absorb more responsibilities
  • Respond to associates' questions/concerns in a courteous, pleasant manner.
  • Maintain an open and candid working relationship with immediate supervisor/manager in discussing matters of importance.
  • Demonstrate regular and punctual attendance at the assigned work location.

MARGINAL FUNCTIONS

The individual may be asked to perform other duties as requested.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

An individual qualified for this job must be able to:
  • Demonstrate excellent PC (Microsoft Excel, Word, Power Point & Outlook), calculator and computerized integrated payroll system skills.
  • Perform duties with a high level of professionalism and confidentiality.
  • Experience in accounts payable, receivable and payroll.
  • Working knowledge of all facets of customer service, purchasing, distribution, and inventory.
  • Effectively present information and respond to questions from groups of internal or external customers.
  • Write professional reports, business correspondence, and procedure manuals.
  • Ability to efficiently multi-task, problem solve in a fast-paced environment and direct others to achieve their required goals.
  • Effectively and professionally communicate with co-workers, team members, and internal or external customers. Present information clearly and accurately.
  • Pay attention to details and pursue quality in accomplishing work duties and tasks. Look for opportunities to reduce costs or increase productivity without reducing effectiveness.
  • Handle challenges skillfully, thoroughly, and effectively.
  • Independently take advantage of opportunities to improve or increase skills, abilities, and job knowledge.
  • Efficiently perform accurate mathematical calculations.
  • Make sure that work is delivered on time and of high quality.
  • Develop good work practices in order to get the job done.
  • Use equipment, resources, and time in an efficient and effective manner.
  • Use good judgment when making decisions.
  • Perform work in a safe manner at all times.
  • Be professional in all interactions and dealings with co-workers, internal/external customers, and vendors.

MINIMUM EXPERIENCE, EDUCATION, AND CERTIFICATIONS

An individual qualified for this job must have and maintain the following qualifications:
  • 1-2 years related experience.
  • High school diploma or equivalent.
  • Working knowledge of office equipment, (i.e. printers, scanners and copiers).
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
  • Excellent time management skills and the ability to prioritize work.
  • Attention to detail and problem-solving skills.
  • Strong organizational skills with the ability to multi-task.
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