Office Administrator

Job DescriptionJob DescriptionAre you ready to join a Global Leader in the Freight Forwarding and Contract Logistics field, who knows their employees are their greatest strength?

LOGISTEED-America is on a mission to deliver high-quality transportation and logistics services and help make the world a better place for generations to come. We are looking for an Office Administrator to join us on this mission

Location: Salt Lake City, Utah

WHO WE ARE:

Founded in 1950, LOGISTEED-America is part of a global network of companies providing transportation and logistics services including ocean & air freight transport, contract logistics, customs brokerage, supply chain management, and more.

Summary

The HCMA-SLC Office Administrator reports to the LOGISTEED-America, Inc. General Manager, HCMA-SLC. This role will primarily perform clerical duties within the office to support daily operations. This position requires excellent organizational skills with the ability to multi-task along with the knowledge to produce accurate workflow in a fast-paced, high-pressure environment, while positively contributing to the success of the team.

The HCMA Administrator will primarily provide support to the General Manager/HCMA to assist in the successful operation and performance of HCMA including but not limited to:

• Warehouse operations
• Transportation
• Indirect resources
• Finance and reporting
• Communications
• Interfacing with customer’s senior management
• Bi-lingual Japanese preferred

Qualities

• Integrity, Trustworthy
• Self-Starter
• Positive attitude with a motivated desire to learn
• Ethical with sound business judgement
• Possesses a passion to help team members
• Enjoys being part of a team
• Tenacious
• Strong customer relations
• Detail-oriented
• Reliable, follows through on commitments
• Goal-oriented, task driven
• Balances team’s needs with goals of organization
• Outstanding written, verbal, presentation and organization communication skills
• Strong process and planning orientation

Essential Duties & Functional Responsibilities Required

Required Knowledge Skills & Abilities

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Functions

OPERATIONS

• Performing tasks safely

• Ensuring area housekeeping requirements are met
• Meeting attendance & punctuality standards
• Communicating both orally and in writing in a clear and concise manner
• Greeting guests upon arrival
• Answering and routing phone calls
• Managing mail and courier services
• Distributing group emails
• Handling various administrative tasks to support daily operations
• Filing documents as necessary
• Ordering office supplies
• Processing checks

• Assist the Senior General Manager and General Manager with all aspects of the Contract Logistics function and performance of designated facility
• Responsible for helping identify continuous improvement initiatives
• Assists with delivering on and reporting Service Level Agreement (SLA) performance and Key Performance Indicators (KPI) as agreed upon with leadership and customers
• Assist with preparation of reporting for daily and weekly performance, global KPI’s, P&L and other documentation required by the customer as well as LOGISTEED America, Inc.
• Ability to function and produce under a high level of pressure
• Ability to manage increased future responsibility due to business expansion

COMMUNICATIONS

• Partner and provide clear communication channels among the Senior Manager and General Manager of HCMA, Operations and front office team.

SAFETY

• Meeting established procedures and productivity, safety and quality standards

• Performing tasks safely

• Ensuring area housekeeping requirements are met
• Abiding by all Federal. State, Local safety regulations and OSHA rules and LOGISTEED-America, Inc. safety practices

FINANCE

• Ability to create financial and operational reports to reflect progress, goals and areas of improvement
• Accounts Payable preparation, coding of invoices and receipts
• Track inventory, draft Purchase Orders, purchase office supplies for facility

TRAINING

• Participate in application and training of LUS policies and procedures including but not limited Attendance and Punctuality policy, progressive corrective action, Harassment and other.
• Ability to self-direct work flow, meeting all goal outlined by manager

COLLOBORATION

• Ability to work a flexible schedule as customer and business need dictates
• Support warehouse operations on the floor and assist with periodic inventory as needed
• Culturally aware and sensitive of our global partners’ customs, both externally and internally
• Travel as required

Non -Essential Functions

• Perform other duties as assigned

Competencies

• Strategic Thinking
• Problem Solving/Analysis
• Project Management
• Organized / ability to prioritize
• Communication Proficiency
• Personal Effectiveness/Credibility
• Multi-tasking with conflicting priorities

Supervisory Responsibility

• Not applicable

Preferred Qualifications, Required Knowledge Skills & Abilities and Working Conditions

Previous Work Experience

• Minimum of 1 year fast-paced logistics industry or manufacturing environment experience

• Warehouse/Distribution/Manufacturing/Logistics office work experience

Education and Certifications

• High School diploma or general education degree (GED)
• Intermediate/Advanced Microsoft Word and Excel - preferred
• Equivalent work experience will be considered

Experience Requirements and Preferences

• Bi-lingual in Japanese highly preferred
• Bachelor’s degree preferred
• Strong attention to detail
• Ability to understand any and all safety requirements and regulations (OSHA)
• Ability to make decisions in an objective manner
• Strong written and verbal communication skills
• Organizational, people, and interpersonal skills
• Conflict resolution skills
• Requires flexibility and understanding that all staff may be required to perform duties outside their normal area of expertise to meet the mission and goal of the warehouse (facility management i.e. maintenance, sanitations, etc.)
• Ability to respond to situations in a prompt and professional manner
• Proven professional and sound judgment in the management of difficult and / or sensitive matters
• Provide excellent customer service to internal and external customers
• Ability to work in multiple systems and ability to input and retrieve data are a must
• Must be available for night and weekend shifts
• Interpersonal skills to create a pleasant experience for clients, vendors and co-workers via telephone, email and in person
• Must be able to read, write and count
• Working knowledge of 5S and Lean Concepts
• Proficiency in Microsoft Office: Work & Excel
• Experience with WMS (Warehouse Management Systems) is a plus
• Energetic and highly motivated to succeed
• Proven strong business acumen
• Fluency in English
• Must pass drug and criminal background check
• General understanding of freight and international export and import processes
• Effective, clear, and concise communication skills
• Detail oriented with ability to solve problems independently as well as in a team environment
• Time management skills to prioritize and complete a variety of tasks throughout each work day
• Proven strong business acumen
• Positive attitude with willingness to learn
• Ability to work independently as well as with others

Additional Eligibility Qualifications

• Ability to read, analyze and interpret instructions and work expectations
• Ability to respond effectively to time sensitive work orders
• Must be at least 18 years of age

Work Authorization/Security Clearance (if applicable)Must be legally authorized to work in the United StatesOther DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to stand, walk or sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, bend crouch or crawl; talk or hear; taste or smell. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move objects up to 25 pounds, and occasionally lift and/or move up to 35 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

Eighty-five percent of work time may be spent in various warehouse or other locations where the environment is not climate controlled (hot and cold seasonally).

LOGISTEED America, Inc. is an equal opportunity organization. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, sexual orientation, gender identity, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law.

PAY TRANSPARENCY NONDISCRIMINATION PROVISION - The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

EOE/M/F/D/V

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