Admin Support

About the role

To assist department/account/terminal managers with daily production paperwork and data transmission needs. They act as liaison for the facility management and the associates as well as corporate/I.S. offices and regional managers. Accommodates any and all office related duties to insure a smooth running facility.

Responsibilities

• Import customer files to VIPS and ensure proper updates to VIPS.
• Apply changes to vehicles in VIPS, holds, unassigned per customer request.
• Setup codes for accessories, models, colors, etc.
• Prepare weekly rail forecast, key in, ship and check rail loads and schedules.
• Distribute and process customer and production reports on a daily and monthly basis.
• Produce daily, weekly, and monthly reports for customer.
• Allocate units, build loads, print work orders, release/ship loads, rail and truck.
• Process ship manifests by adding to schedule, calendar and book as needed.
• Key in PDIs on daily basis.
• Key in and/or correct warranty claims.
• Track dwell time reports for customer.
• Maintain office supply inventory.
• Download handhelds.
• Answer phones for facility.
• Aid Facility Managers with weekly production reports.
• Perform special projects as assigned by the Terminal Manager and customer.
• Aid Manager and Customers as needed.

Requirements

• Able to work as part of a team and be able to train other staff as needed.
• Able to react to change productively and handle other essential tasks as assigned.
• Conduct that maintains a positive work atmosphere by acting and communicating in a manner so you get along with customers, vendors, co-workers, and management.
• Good and regular attendance.
• Able to work in a variety of situations.

Skills and Abilities

• Knowledge and general ability to apply accounting practices, principals, and procedures, including an ability to perform routine business mathematics.
• Ability to meet and deal effectively with customers, associates, and general public.
• Ability to function effectively under pressure.

Education, Experience, And Minimum Requirements

• Thorough knowledge and demonstrated skills with MS Office; including intermediate to advanced EXCEL and intermediate access skills.
• Internal and customer computer applications a plus; such as AS400/VIPS.
• Thorough knowledge of office practices, procedures, and equipment.
• Skilled in the proper use of English, including proper spelling and punctuation.
• Must possess good written and verbal communication skills.
• High school diploma or equivalency.
• 1-3 years' experience in administrative work, customer service, and basic accounting practices or vocational/college education equivalency.
• Organized and detail-oriented.
• Valid driver's license; good driving record.