ADMINISTRATIVE SUPPORT

Administrative Support Position

The administrative support position is responsible for the clerical duties necessary in shipping and receiving operations which can include: phone calls, emails, processing paperwork and filing. To maintain positive customer relationships and handle customer issues with speed and professionalism. Knowledge of several computer software applications including, but not limited to; SYNAPSE, MAVES, SAP, AX, Word, Excel and Yardview trailer tracker, is critical to data entry, keeping the flow of material moving efficiently in and out of the warehouse and troubleshooting customer related problems. Coordinating truck placement with drivers and providing accurate paperwork to forklift operators to coordinate material movement. Support personnel must be able and willing to help out where necessary to prevent warehouse issues.

Essential Duties & Responsibilities

• Answer and direct phone calls
• Communicate clearly with other facilities
• Manage email flow
• Manage appointment schedule- manage inbound loads, verify appointments for proper delivery address and products
• May need to coordinate trailer offloads so product is received in a timely fashion to meet deadlines
• Check in and out over the road drivers and shuttle drivers, verify paperwork is accurate
• Receive and ship loads at the customers direction
• Reject trailers
• Dispatch carriers
• Data entry
• May need to complete switch list
• Seal trailers
• Complete bill of lading's (BOL) for outbound material
• Process receipts
• Respond to customer inquiries
• Proactively provide information to customers when issues occur
• Process, sort and distribute inbound and outbound paperwork
• Create orders and spreadsheets
• Keep proper record of process over the road shipments
• Photocopy, scan, file and or fax documents
• Knowledge of applicable software: Maves, SAP, Yardview, AX, Excel, Word
• Assist forklift operator by making labels, re22's, and getting scan numbers
• Complete receipt processing
• Follow up with late appointments and problem solve
• Prepare for audits
• Move small boxed materials delivered by a LTL carrier, that do not require a dock door, inside the gated area.
• Check materials and labels if they do not match the BOL's
• Scrap reports
• Trouble shoot product issues, inventory discrepancies and computer issues
• General office cleaning of desk, refrigerator, organizing paper placement in office
• Handle miscellaneous issues as they occur
• Follow all safety and security procedures
• Morale booster and team player

Other Skills and Abilities

• The ability to multi task in a fast paced environment effectively.
• Efficiency with all computer systems is critical.
• Other important skills include:
• The ability to communicate in a positive and professional manner
• Problem solving skills
• Detail oriented
• Positive attitude

Qualifications

A high school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience is preferred.

Logistics, shipping and receiving, customer service orientation

Successfully complete the food safety training

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

• Collects and researches data
• Identify and resolves problems in a timely manner
• Manages difficult customer situations
• Focuses on solving conflicts
• Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions.
• Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information.
• Balances team and individual responsibilities; Gives and welcomes feedback; Contributes to building a positive team spirit; Supports everyone's efforts to succeed.
• Follows policies and procedures; Completes administrative tasks correctly and on time.
• Displays willingness to make decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Prioritizes and plans work activities; Uses time efficiently.
• Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions.
• Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Completes work in timely manner.
• Observes safety and security procedures; Reports potentially unsafe condition.
• Adapts to changes in the work environment; Manages competing demands; Able to deal with frequent change, delays, or unexpected events.
• Is consistently at work and on time; Follows instructions, responds to management direction; Takes responsibility for own actions; Completes tasks on time or notifies appropriate person with an alternate plan.
• Volunteers readily; Asks for and offers help when needed.
• Generates suggestions for improving work.

Physical Demands

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 regularly required to walk; stand; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee must regularly lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Work Environment

While performing the duties of this job the employee is regularly exposed to fumes and airborne particles. The employee is occasionally exposed to wet or humid conditions, moving mechanical parts, toxic or caustic chemicals, outside weather conditions and risk of electrical shock. The noise level in the work environment is usually moderate. General warehouse noise includes movement of working forklifts. Noise can also be generated from phones and copiers.