Assistant Administrative Manager - (On-Site)

What You'll Do

The Distribution Center Operations position entails daily task management, prioritization, system troubleshooting, quality control, and customer service satisfaction.

Primary Responsibilities:

* Act as the key bridge of communication between customer service and the warehousing partner

* Work very closely with customer service to resolve mis-shipments, provide shipment tracking, and respond to customer inquiries

* Prepare commercial documents for imports and exports in Excel and Navigate

* Provide support and back-up for international shipping and customer service departments

* Open work tickets with the IT department to resolve hardware and software issues

* Assist with the opening and/or closing of the warehouse facility each day

* Create CSV files for uploading of inbound receipts

* Generate, receive, update, and close purchase orders in Jaggaer PO system

* Work with outside business partners such as cleaning services, food/beverage machine providers, building maintenance vendors, trash collectors, pest control companies and office supply shops

* Book carriers for LTL/FTL shipments for domestic and international outbound freight shipments as well as prepare label signage and/or specialty packing lists

* Provide requested data to all internal departments in the form of Excel worksheets

* Collect and submit data for internal and external audits

* Address system inventory discrepancies and review daily cycle counts

* Work with product management and quality control departments to address customers' complaints about product defects or mispackaging

* Assist returns department with customer RMAs and/or damaged packages returned from the carriers

* Must be able to perform the tasks, duties, and troubleshooting responsibilities of the General Manager in his absence

* Be able to perform other tasks and duties as assigned.

Competencies:

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

Analytical - Collects and researches data.

Reporting - Responds promptly to management and team needs; responds to requests for updates and progress reports in a concise and effective manner.

Interpersonal Skills - Has the ability to communicate and interact with all levels of management, vendors, and project team members.

Ethics - Works ethically and with integrity; upholds organizational values. Maintains confidentiality.

Organizational Support - Completes project assignments correctly and on time.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; monitors own work to ensure quality.

Quantity-Meets productivity standards while demonstrating the ability to handle multiple tasks and assignments and complete work in a timely manner.

Attendance/Punctuality-Is consistently at work and on time.

Dependability-Follows instructions, responds to management direction, takes responsibility for own actions, keeps commitments, commits to long hours of work when necessary to reach goals; completes tasks on time or notifies the appropriate person with an alternate plan.

Flexibility - Must be flexible to adjust the work schedule so as to accommodate permanent or temporary changes in work hours, including late hours, weekends, or holidays to meet business needs.

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.

Education & Experience:

* Bachelor's degree preferred

* 3-5 years of work experience in either a supply chain-oriented or Warehouse Distribution environment

* Prior facilities management experience preferred

* Combination of education and experience may be accepted in lieu of a Bachelor's degree

* Experience in the optical industry preferred

* Familiarity with commercial invoice formats & import/export procedures

* Bilingual (English/Spanish) is a strong plus

* Strong knowledge of MS Office (Outlook, Word, MS Excel and PowerPoint) is required

* Familiarity with JD Edwards ERP and Jaggaer preferred

* 10-Key speed of average up to 8,000 KPH

* Typing speed of at least 40 WPM

Knowledge, Skills & Abilities:

* Must be able to effectively communicate with all levels of management, vendors, suppliers and, 3PL to produce quality results.

* Motivated self-starter who can handle problems with minimal supervision.

* Flexible, managing multiple assignments and proficient in managing priorities.

* Strong team player skills, with a collaborative, solution-driven mentality.

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 sit, use hands to manipulate, handle, or feel; reach with hands and arms; and talk and hear. The employee is occasionally required to stand, walk, and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 40 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment

is usually equivalent to a call center setting. Some working hours will be in a warehouse or distribution center environment and will include the sounds of trucks, forklifts, and some sudden noises.