Administrative Assistant / Inventory Control

JOB TITLE : Administrative Assistant / Inventory Control 

DEPARTMENT: Shipping / Receiving 

REPORTS TO: Logistics Manager

FLSA STATUS : Non-Exempt

Bay Cities, an Employee Owned Company, is the leading creative packaging and display partner to brand marketers, retailers and e-commerce. Our passion, experience, technology and consumer insights move product and drive sales.

Our Mission

Our Passion Powers Your Product

Our Values

Creativity : Our ideas create Client success.

Passion: We have heart with a Customer Service attitude.

Integrity: We honor our business & planet with sustainable practices.

Responsible : We own it!

Safe: Our safe work habits protect us all.

Fun: We take our work seriously- not ourselves 

SUMMARY

What is my purpose?

The Administrative Assistant / Inventory Controller primary purpose is to manage the day-to-day, ensuring company leaders can concentrate on the bigger picture, drive innovation, and keep the company moving in the right direction. In addition, ensures an efficient flow of material throughout the warehouse and maintains a high level of inventory accuracy. 

JOB FUNCTION

What am I responsible for?

· 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 department*. 

· 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.

What kind of environment will I be working in?

· You will be working at the main headquarters.

· You will spend approximately X% of time in an office on the computer, X% of your time in meetings, X% of your time on the Manufacturing and Distribution floor.

· You will work collaboratively throughout the organization.

· You will work in a Team oriented, results driven environment.

Core Competencies

· High ethical standards. Models and supports organization’s goals and values; adapts to changing conditions; demonstrates persistence and overcomes obstacles. Consistently conducts themselves in an honest and trustworthy manner. Does not pursue their own individual objectives to the detriment of company goals. Sets an example for others to follow. Does the right thing.

· Demonstrates energy and passion about what they do and knows how to balance work and fun. Is generally optimistic and upbeat; fun to be around. Has a strong belief and zeal for the industry, the job, and the company. Conveys energy and intensity at work with a capacity for keeping others enthusiastic and involved.

· Operates with a customer service orientation internally and externally. Works to positively build the Bay Cities brand in everything he/she does. Builds strong, positive relationships with all stakeholders.

· Acts as an owner of the business and instills that same attitude and level of action in others. Is proactive in taking responsibility for all outcomes/results and avoids ‘pointing fingers’. Helps to create and maintain a strong feeling of belonging in the immediate and overall team.

· Regularly involves others in decisions that affect their job or work environment. Demonstrates co-operation and trust with colleagues and teams across organizational boundaries. Participates as a team player and establishes strong working relationships to deliver positive results.

· Strong project management skills, including the ability to prioritize, balance, and manage multiple efforts with strong results/goal orientation. Uses time effectively, prioritizes and organizes workflow; can orchestrate multiple activities at once. Agility and personal adaptability with the ability to successfully manage multiple priorities with a high sense of urgency in a rapidly changing environment.

· Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work. Learns quickly when facing new problems; a relentless and versatile learner; open to change; strives for continuous improvement of self and processes.

· Excellent communication (oral and written) and interpersonal skills with the ability to convey information and ideas in a variety of media, tactful, confident, at all levels, internal and external. Must have strong interpersonal skills and ability to manage multiple projects in a rapidly changing environment. 

OTHER

· US Persons Only (US citizens, lawful permanent residents, refugee or asylee – all require proper identification and documentation).

· Up to 25% travel required.

· Physical and Environmental Requirements: While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand and sit. The employee is occasionally required to walk and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and color vision.

· Work environment includes front-office and manufacturing in California. The noise level in the work environment is usually moderate.

· Pre-Employment Verifications: Must pass background and reference checks, drug screen, and physical examination prior to employment.