Office Coordinator

POSITION SUMMARY

The Office Coordinator will be responsible for providing administrative support to all distribution activities which may include customer service inquiries, expedited shipping, coordination of LTL services, and assisting with the hiring process. This role will also manage all supplies and services in support of distribution services.

CORE FUNCTIONS

• Support the team with various administrative tasks including redirecting calls as well as truck drivers and service techs, scheduling meetings, and acting as reception for the warehouse.
• Work within our ERP and WMS to provide support for all customer service inquiries:

o Correct and update shipping addresses.

o Upgrade shipping methods.

o Coordinate with dev to remigrate failed orders.

o Track inquires and verify stock availability.

• Oversee property management services, including scheduling maintenance of building and ordering proper janitorial supplies.
• Manages inventory of all office supplies. Reorder as needed.
• Process paperwork for customers and employees to include BOL’s, Packing Slips, etc; quotes and arranges Freight LTL; take minutes for safety meetings and emails to safety coordinators.
• Perform basic bookkeeping activities (submits receipts and invoices) and handle all office visitors.
• Assist human resources in onboarding and orientation of all new hires for the distribution center; assists in pre-screening applicants and scheduling interviews for management team.

QUALIFICATIONS & REQUIREMENTS

Education and Experience

• High School diploma or equivalent required.
• 1+ years of related experience required.
• Previous experience with ERP and WMS preferred.

Skills, Abilities, and Knowledge

• Intermediate Microsoft skills.
• Ability to learn multiple systems.
• Ability to read, analyze, and interpret common scientific and technical journals. Ability to respond to complaints. Ability to effectively present information to top management.
• Ability to write, speak, and comprehend English.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, fractions, and decimals.
• 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.

COMPETENCIES

• Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.
• 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 appropriate person with an alternate plan.
• Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
• Follows policies and procedures; Completes tasks correctly and on time; Supports organization’s goals and values; Supports affirmative actions and respects diversity.
• Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

PHYSICAL REQUIREMENTS

This position is subject to Light Work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls require exertion of force greater than that for Sedentary Work and the worker sits most of the time, the job is rated for light work.

Physical Activities

This position is subject to the following physical activities: climbing, balancing, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, feeling, crawling, talking, hearing, and the use of hands, wrists, or fingers in repetitive motions.

Visual Acuity

The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading; visual inspection involving small defects, small parts and/or operation of machines (including inspection); using measurement devices; and/or assembly of fabrication of parts at distances close to the eyes.

Working Conditions

The worker is subject to inside environmental conditions. Protection from weather conditions but not necessarily from temperature changes.