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Logistics Associate

Job Description

Logistics Associate

 

FLSA Status:          Non-Exempt

EEO Class Code:    Administrative Support Work

 

NATURE OF WORK

The Logistics Associate manages all planning and scheduling of the department’s workflow via phone, email, chat, in-person conversations or text. Under general supervision the purpose of the job is to perform and/or oversee a variety of associated administrative tasks, provide inter-departmental support, perform specialized recordkeeping and data management, and/or specified information-gathering projects and tasks. Excellent public contact skills and experience required.

Daily duties shall include managing multiple calendars, creating and maintaining spreadsheets, sourcing products, placing and tracking supply orders, complaint resolution, and performing any other Operations, Dispatch or Supply Chain tasks to support the workflow.  

Resolves scheduling or service concerns by root-cause analysis; selecting and justifying the best solution while expediting corrections or adjustments; following up to ensure resolution and completion. Exercise flexibility in changing schedules and priorities.

PRIMARY DUTIES & RESPONSIBILITIES

  • Performs and administers wide range of staff and/or operational process activities for the logistics department; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational issues. Dependability, flexibility and multi-tasking skills a must.
  • Supports department Director in problem solving, project planning, and development and execution of stated goals and objectives.
  • Creates, maintains, and updates files, spreadsheets, databases, records, and/or other documents in a manner that ensure preservation of the integrity, validity and accuracy of department data.
  • Ability to anticipate the needs of department, demonstrates a sense of urgency for prioritizing and handling tasks and exercising personal responsibility. Independent thinker with creative solutions to improve processes.
  • Proficient in MS Office. Aptitude and Willingness to learn other computer programs. Easily navigates Internet. Purchasing, Supply Chain and Sourcing skills a plus.
  • Strong interpersonal and communication skills in order to represent the work area.
  • Command of Spanish a plus, but not required.
  • Seek solutions for department administrative and operational challenges.
  • Manage vendors and sub-contractor onboarding, ensuring proper documentation and insurance information.
  • Design and improve systems and procedures to improve workflow.
  • Facilitate daily communication with technicians and adjust timekeeping to ensure proper recording of hours.
  • Manage the company cell phone program, including purchasing, set-up, troubleshooting and repairs
  • Exercise flexibility in adjusting schedules and re-scheduling.
  • Provide guidance and direction to other administrative support throughout company.
  • Submit Dispatch team expense reports in Coupa. Order supplies for department and breakroom.
  • Submit HD and Amex reconciliation receipts to Finance department.
  • Create and maintain Sub-Contractor matrix of skills and services offered.
  • Organize and Maintain comprehensive Dispatch and Supply Chain folders in Dropbox.
  • Maintain Sub-Contractor folders, ensuring updated documents, including annual Certificate of Insurance.
  • Manage incoming supplies and communication with Area Managers for deliveries. Create and propose Supply Chain solutions that help expedite deliveries and competitive market pricing.
  • Create and maintain spreadsheet of parts ordered and linking to requests from accounts. Track equipment repair orders. Create an inventory plan for parts.
  • Provides Office Management, including lease, vendors, incoming orders, mail, ordering office furniture.
  • Maintain Asset Inventory spreadsheet and track movement of assets and remain cognizant of Asset movements and locations.
  • Manage Coupa re-structuring and manage work of support staff to create better processes for Supply Chain.
  • Other duties as assigned by department head.

KNOWLEDGE, SKILLS AND ABILITIES

  • Active listening, reading comprehension, and strong verbal and written skills
  • Excellent communicator and creative thinker, with an ability to use data to inform all decisions that align with company culture and goals
  • Service oriented with high people skills and a strong ability to use the art of persuasion, excellent in judgment and decision making and driven by being passionate and determined
  • Proactive in proposing big-picture solutions
  • Excellent Time Management skills
  • High energy with the ability to multi-task and to initiate complex problem solving
  • Social perceptiveness and professionalism
  • Working knowledge of Office technology (Microsoft Office programs, basic web systems interaction)
  • Administrative and organizational skills

MINIMUM REQUIREMENTS 

  • Three to five years of administrative office support.
  • Strong customer service skills.
  • Requires full working knowledge of extensive calendar scheduling, general office practices and procedures.
  • Personable, professional, and well-spoken. Excellent writing skills.
  • Strong skills in Outlook, Excel, Word, PowerPoint and Adobe.
  • Experience in Dispatch, Supply Chain and Project Management a plus.

PHYSICAL DEMANDS

  • Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact
  • Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, computer, calculator, copier, and fax machine
  • No significant standing, walking, moving, climbing, carrying, bending, or kneeling
  • Some reaching, sitting, standing, pushing, pulling, crawling, and handling
  • Travel required to events and service sites

SUPERVISION RECEIVED

  • Reports to the Director of Logistics & Assets

SUPERVISION EXERCISED

  • None

 

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