Operations Administrative Assistant

Description

SUMMARY: 

The Operations Administrative Assistant greets and assists visitors; processes delivery tickets; prepares and processes paperwork and submits to the appropriate department; assists the VP of Operations, Regional Operations Managers, Supervisors and Logistics Specialists with all administrative and clerical tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following. The Company reserves the right to add to, delete, change or modify the essential duties and responsibilities at any time.   All work is to be completed with minimum supervision and in accordance with company standards.  Other duties may be assigned.

• Organize,      collate, scan, and archive all daily business records for facility
• Provide      assistance to customers via phone and in person
• Greet      and assist all visitors to the facility
• Assist      dispatch with printing, sorting and organizing delivery tickets for      drivers
• Assist      Branch Operations Manager and Supervisor with all administrative and      clerical tasks
• Scan and      archive all daily business transaction and forward to the appropriate      department for processing
• Open and      distribute mail and maintain postage level for the postage machine  
• Provide      assistance for all office and administrative functions at the facility and      other tasks as assigned
• Perform      daily reviews of the open order report 
• Provide      assistance with the On Time Delivery (OTD) report by reviewing late orders      and providing the proper explanations within Excel or as directed 
• Review      daily work - Update any customer notes notated by the drivers and provide      dispatch with any special requirements or notes 
• Review      daily work - Manage any short fills or BO deliveries by working with      dispatch and billing accordingly 
• Review      daily work - Re-route any missed deliveries and update OTD report      accordingly. Make dispatch and the Branch Operations Manager aware of the      re-routed orders or as directed 
• Provide      assistance with physical inventory or as directed
• Provide      support with cycle counting by researching discrepancies found by the      cycle count teams and provide Procurement and the Branch Operations      Manager with any findings 

COMPETENCY:

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

• Problem      Solving - Identifies and resolves problems in a timely manner; develops      alternative solutions.
• Interpersonal      - Maintains confidentiality; keeps emotions under control; remains open to      others' ideas and tries new things. 
• Oral      Communication - Speaks clearly and persuasively in positive or negative      situations; listens and gets clarification; responds well to questions;      demonstrates group presentation skills;
• Written      Communication - Writes clearly and informatively.  Ability to write      reports, business correspondence, and present information clearly and      concisely.  
• Mathematics      - Ability to work with mathematical concepts such as sales ratios,      margins, return on investments, valuation, and depreciation.
• Business      Acumen - Understands business implications of decisions; displays      orientation to profitability; demonstrates knowledge of market and      competition.  Demonstrates excellent analytical skills.
• Ethics -      Treats people with respect; keeps commitments; inspires the trust of      others; upholds organizational values.
• Dependability      - Takes responsibility for own actions; commits to long hours of work when      necessary to reach goals.
• Initiative      - Takes independent actions and calculated risks; looks for and takes      advantage of opportunities; asks for and offers help when needed.
• Judgment      - Displays willingness to make decisions; exhibits sound and accurate      judgment.
• Creativity.       Able to deal with customer issues/situations that do not fit neatly into      our standard business processes or procedures.  Maintains a customer      focused perspective.
• Professionalism      - Approaches others in a tactful manner; reacts well under pressure.
• Multi-functional.       Able to thrive in fast paced, multi-tasking environment.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be fluent in written and oral use of the      English language.  Fluency in both English and Spanish may be a      requirement at some Facilities as determined by local demographics. 
• Must possess highly advanced PC skills      including training and knowledge of various software packages in an      integrated ERP type system. 
• Ability to read, analyze, and interpret general      business records and reports. 
• Ability to write reports, business      correspondence, and procedure manuals.  
• Ability to effectively present information and      respond to questions from managers, clients, customers, vendors, or the      general public.

EDUCATION/EXPERIENCE:

Associates degree (AA); and two to four years related experience or training; or equivalent combination of education and experience.

LANGUAGE ABILITY:

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.

MATH ABILITY:

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY: 

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

COMPUTER SKILLS: 

To perform this job successfully, an individual should have knowledge of Microsoft Word, Excel, PowerPoint, and other report writing and project planning software. Experience working in an ERP environment is desirable.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

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.

The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus.  While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands 

EOE