Office Assistant

Job Description

Job Description

Summary:

We are seeking a detail-oriented and customer-focused Distribution Office Associate to provide administrative and operational support within a distribution center environment. This role works closely with Distribution Center management and provides exceptional support to customers, vendors, and internal teams. The ideal candidate is organized, analytical, comfortable working with warehouse and

business systems, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Verify and complete receiving reports by comparing receiving documentation against purchase orders within the warehouse management system (WMS).
• Update databases with inbound receiving discrepancies.
• Run reports to verify shipping, receiving, and adjustment transactions between WMS and ERP systems, and make corrections when necessary.
• Research customer inquiries and provide Proof of Delivery (POD) documentation.
• Communicate with vendors to research and resolve invoice discrepancies and disputes.
• Maintain and update timecard information for Distribution Center personnel.
• Answer incoming phone inquiries and direct calls to the appropriate contact.
• Assist with new-hire onboarding and other administrative or HR-related activities as needed.
• Maintain daily Distribution Center status reports when required.
• Assist with the preparation of third-party billing.
• Process and maintain productivity reports.
• Provide general administrative support to Distribution Center operations and management.

Required Qualifications:

• High school diploma or GED required; Associate degree preferred.
• Minimum of 2 years of related office and/or customer service experience, or an equivalent combination of education and experience.
• Proficiency with Microsoft Office Suite and general computer applications.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Strong analytical and problem-solving abilities.
• Ability to prioritize tasks, manage multiple responsibilities, and work effectively in a fast-paced environment.
• Ability to establish and maintain strong professional relationships with customers, vendors, and internal teams.
• Ability to read and understand basic instructions, correspondence, and business documentation.
• Ability to communicate information effectively in one-on-one and small-group settings.

Work Environment:

• This position operates within a distribution center environment.
• The work environment typically has a moderate noise level and requires regular communication with customers, vendors, and internal personnel.
• The role involves frequent computer and office-based activities, including sitting, using hands for computer and office equipment, reaching, and communicating by phone and in person.