Monday-Friday 7:00AM – 3:30PM
Possibility of some OT; Background in shipping/receiving or admin assistant field preferred;
Job description:
-Answering customer questions, providing information, and addressing complaints
· Compiling, maintaining, and updating company records
· Managing office inventory and working with vendors to ensure the regular supply of office materials
· Setting up appointments, scheduling meetings, distributing reports, and managing the correspondence between the office and external bodies
· Compiling and maintaining records of office business transactions
· Training and supervising inventory clerks
· Operating office equipment including printers, copiers, fax machines and multimedia instruments
· Provides administrative support to ensure efficient operation of shipping/receiving office.
· Greets visitors, answers a high-volume of incoming emails/calls and delivers world-class service to our customers.
· Carries out administrative duties such as filing, typing, copying, scanning etc.
· Prepares information and research as requested
· Composes correspondence, and updates existing contact information.
· Manages and maintains files, records, and correspondence both hard and digital copies.
· Coordinate office activities and operations to secure efficiency and compliance to company policies,
· Process damaged or defective stock reporting any adjustment to our accounting team. Manage and/or arrange appointments for shipping dept.
· Create and update records and multiple shipping databases,
· Track stocks of office supplies and place orders, when necessary,
· Submit timely reports and prepare presentations/proposals as assigned,
· Conduct weekly cycle counts, including, but not be limited to review inventory adjustments, damages, inventory rotation and quality issues.
· Responsible for maintaining records of large inventory counts, where accuracy is critical,
· Record inventory data manually/electronically in our operating system,
· Document discrepancies between inventory records and physical counts,
· Corrects and/or reports any inventory inaccuracy or problem resulting in customer dissatisfaction
· Assist Customer Service Team with any questions regarding the delivery receipts of orders that have shipped,
· Assist in the providing KPI reports for on time delivery percentage daily and monthly as well as the MSF shipped daily and monthly as needed,
· Maintains multiple excel spreadsheets for tracking of pack-out orders shipping to our pack-out facility,
· Gather all BOL’s/DR’s and cross reference with shipping history report to ensure all the paperwork is signed, email paperwork to accounting for invoicing,
· Scan BOL’s/DR’s to Doc-Link for traceability and ease of access.
· Process PO’s for outside freight,
· Index and scan vendor delivery receipts to Doc-Link,
· Gather all BOL’s/DR’s and cross reference with shipping history report to ensure all the paperwork is signed, email paperwork to accounting for invoicing,
· Document discrepancies between inventory records and physical counts
· Coordinates the stocking and arrangement of inventory in the warehouse and in conformance to policies and procedures.
· Provides training, scheduling, and guidance to warehouse personnel.
· Completes all paperwork relating to the received goods and processing the delivery receipts in a timely manner.
· Assists in inventory accuracy through monitoring of daily warehouse activities and monthly inventory counts.
· Coordinates the movement of goods between the storage facility and the Production facility.
· Completes job assignments in compliance with Federal, State laws, and company policies and procedures.
· Ensures the compliance of safety guidelines in the warehouse.
· Complies with OSHA rules and practices. Wears the proper safety equipment.
· Performs inventory transactions for receipts and shipments of farm out orders.
· Performs scanning and reporting of documents and reports for farm out orders and in-house receipts.
· Oversees physical inventories/cycle counts/random or receipt audits/reconciliations.
· Initiates action to prevent the occurrence of any non-conformities relating to product, process,
and quality systems.
· Manages the inventory control function at the site.
· Resolves inventory problems in a timely manner.
· Initiates, recommends, or provides solutions through appropriate channels.
· Participates in staff meetings if required.
· Performs other related duties as needed.
EDUCATION, EXPERIENCE & COMPETENCIES
What do I need to be successful?
· Two year college degree or technical school. Two to four years related supervisory experience and/or training; or equivalent combination of education and experience.
· Five or more years of prior experience within a warehouse, receiving or distribution environment with two or more years of experience in a leadership role.
· A minimum of 2 years of operations or logistics experience.
· Manufacturing/Distribution industry experience required.
· Experience in consumer-packaged goods or a related industry a plus.
· Strong understanding of warehouse, distribution and inventory processes.
· Excellent verbal and written communication skills and a professional attitude in dealing directly with customers.
· Fluency in English and Spanish.
· Strong mathematical/statistical analysis knowledge required.
· Proficiency in computer skills; Word, Excel, and database systems.
· Ability to coach and develop employees.
· Ability to work in a fast-paced environment with shifting priorities.
· A critical thinker and a complex problem solver who has analytical ability and good judgment.
· A well organized, detail oriented, and self-directed individual.
· Ability to demonstrate strong customer focus and work ethic of seeking continual improvement.
· Must be able to work overtime as required.
· Valid Driver's License with DMV evidence of good driving record.