Agency Support Specialist

3 weeks ago

Santa Fe, New Mexico, United States The Food Depot Full time
Job Summary

The Agency Support Specialist plays a vital role in ensuring the timely processing of agency orders, preparing agency picks, and providing comprehensive training and support for partner agencies on the Agency Express platform.

This position requires strong leadership and organizational skills, with the ability to manage multiple tasks simultaneously and prioritize tasks effectively.

The ideal candidate will have experience in inventory management, logistics, and distribution, with a strong understanding of inventory management software and the ability to quickly learn new systems.

Responsibilities include:

  • Compiling and distributing the weekly offerings list to partner agencies in a timely manner.
  • Collaborating with the designated committee in monthly meetings to review inventory levels, pick slot availability, and prioritize items nearing expiration.
  • Ensuring both regular and TEFAP items are accurately reflected on the offerings list, with limited quantity items clearly highlighted for agency awareness.
  • Accurately receiving and entering all agency orders into the CERES system on a daily basis.
  • Ensuring 100% accuracy of order entry, addressing agency concerns quickly to prevent errors or delays in order processing.
  • Monitoring and resolving discrepancies in agency orders to maintain high service standards and agency satisfaction.
  • Preparing and organizing daily picks one day in advance, ensuring all orders are ready by 8:00 am for the warehouse operations team.
  • Proactively resolving any delays in order picking to prevent bottlenecks that may affect warehouse flow, driver schedules, and overall delivery timelines.

Requirements:

  • High school diploma or equivalent required; an associate degree in logistics, business administration, or a related field is a plus.
  • Certifications in inventory management, logistics, or supply chain operations are beneficial but not required.
  • At least 2 years of experience in inventory management, warehouse operations, or supply chain coordination.
  • Experience with inventory management software (such as CERES) is preferred.
  • Previous experience in a customer service role, particularly in supporting clients or partner organizations, is an advantage.
  • Experience providing training or technical support, particularly in teaching users how to navigate software platforms like Agency Express.
  • Strong computer skills, including proficiency in Microsoft Office Suite (Excel, Word, Outlook) for managing spreadsheets and communications.
  • Familiarity with inventory and warehouse management systems, including the ability to quickly learn new systems.
  • Ability to train and support partner agencies in using software tools, such as Agency Express.
  • Excellent written and verbal communication skills for interacting with internal teams and partner agencies.
  • Strong interpersonal skills with the ability to explain complex processes in a clear and understandable manner.
  • Ability to maintain positive working relationships and resolve conflicts or issues efficiently.
  • Highly organized, with strong attention to detail in managing inventory and order entries.
  • Ability to manage multiple priorities, meet deadlines, and work efficiently in a fast-paced environment.
  • Problem-solving mindset, with the ability to anticipate issues and address them proactively.

Physical Environment:

  • Employee will spend 30% of the time driving a vehicle or operating equipment (truck, forklift, and other machinery); 20% of time in the distribution of food.
  • Employees will spend 50% of the time in a warehouse environment.
  • Requires travel to other facilities within the service area and within the state.
  • Must be able to get into a forklift and operate all of the controls.
  • Employee can be exposed to extreme hot or cold temperatures.
  • The employee must frequently lift and/or move up to 50 pounds.
  • The employee must be able to load and unload items into and out of the truck.
  • The employee must be able to operate forklifts and pallet jacks.
  • The employee is frequently exposed to moving mechanical parts.
  • The noise level in the work environment is usually loud.

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