Administrative Assistant / Inventory Control

Department: Shipping / Receiving | Reports to: Logistics Manager | FLSA Status: Non-Exempt

About the Role

Bay Cities, an Employee Owned Company, is the leading creative packaging and display partner to brand marketers, retailers, and e-commerce. Our passion, experience, technology, and consumer insights move product and drive sales.

The Administrative Assistant / Inventory Controller manages day-to-day operations, ensuring company leaders can focus on innovation and strategic direction. This role also ensures an efficient flow of material throughout the warehouse and maintains a high level of inventory accuracy.

Mission & Values

• Creativity: Our ideas create client success.
• Passion: We have heart with a customer service attitude.
• Integrity: We honor our business & planet with sustainable practices.
• Responsible: We own it!
• Safe: Our safe work habits protect us all.
• Fun: We take our work seriously—not ourselves.

Responsibilities

• Answer customer questions, provide information, and address complaints.
• Compile, maintain, and update company records, including hard and digital copies.
• Manage office inventory and work with vendors to ensure regular supply of office materials.
• Set up appointments, schedule meetings, distribute reports, and manage correspondence between the office and external bodies.
• Operate office equipment, including printers, copiers, fax machines, and multimedia instruments.
• Provide administrative support to ensure efficient operation of the shipping/receiving office.
• Greet visitors, answer high-volume incoming emails/calls, and deliver world-class customer service.
• Carry out administrative duties such as filing, typing, copying, and scanning.
• Prepare information and research as requested; compose correspondence and update contact information.
• Coordinate office activities and operations to secure efficiency and compliance with company policies.
• Process damaged or defective stock and report adjustments to the accounting team.
• Manage and/or arrange appointments for the shipping department.
• Create and update records in multiple shipping databases.
• Track stocks of office supplies and place orders as necessary.
• Submit timely reports and prepare presentations/proposals as assigned.
• Conduct weekly cycle counts, review inventory adjustments, damages, inventory rotation, and quality issues.
• Maintain records of large inventory counts where accuracy is critical.
• Record inventory data manually/electronically in the operating system.
• Document discrepancies between inventory records and physical counts; correct and/or report inaccuracies.
• Assist the Customer Service Team with questions regarding delivery receipts of shipped orders.
• Provide KPI reports for on-time delivery percentage daily and monthly, as well as MSF shipped daily and monthly.
• Maintain multiple Excel spreadsheets for tracking pack-out orders shipping to the pack-out facility.
• Gather all BOLs/DRs, cross-reference with the shipping history report, ensure paperwork is signed, and email to accounting for invoicing.
• Scan BOLs/DRs to Doc-Link for traceability and ease of access.
• Process POs for outside freight; index and scan vendor delivery receipts to Doc-Link.
• Coordinate the stocking and arrangement of inventory in the warehouse in conformance with policies and procedures.
• Provide training, scheduling, and guidance to warehouse personnel.
• Complete all paperwork relating to received goods and process delivery receipts in a timely manner.
• Assist in inventory accuracy through monitoring daily warehouse activities and monthly inventory counts.
• Coordinate the movement of goods between the storage facility and the production facility.
• Complete job assignments in compliance with federal, state laws, and company policies and procedures.
• Ensure compliance with safety guidelines in the warehouse; comply with OSHA rules and practices; wear proper safety equipment.
• Perform inventory transactions for receipts and shipments of farm-out orders.
• Perform scanning and reporting of documents and reports for farm-out orders and in-house receipts.
• Oversee physical inventories, cycle counts, random or receipt audits, and reconciliations.
• Initiate action to prevent non-conformities relating to product, process, and quality systems.
• Manage the inventory control function at the site; resolve inventory problems in a timely manner.
• Participate in staff meetings if required; perform other related duties as needed.

Requirements & Qualifications

• Two-year college degree or technical school.
• Two to four years of related supervisory experience and/or training; or equivalent combination of education and experience.
• Five or more years of prior experience within a warehouse, receiving, or distribution environment, with two or more years in a leadership role.
• A minimum of 2 years of operations or logistics experience.
• Manufacturing/Distribution industry experience required; consumer-packaged goods or related industry experience a plus.
• Strong understanding of warehouse, distribution, and inventory processes.
• Excellent verbal and written communication skills; professional attitude in dealing directly with customers.
• Fluency in English and Spanish.
• Strong mathematical/statistical analysis knowledge.
• Proficiency in computer skills: Word, Excel, and database systems.
• Ability to coach and develop employees.
• Ability to work in a fast-paced environment with shifting priorities.
• Critical thinker and complex problem solver with analytical ability and good judgment.
• Well-organized, detail-oriented, and self-directed individual.
• Strong customer focus and work ethic of seeking continual improvement.
• Must be able to work overtime as required.
• Valid Driver’s License with DMV evidence of a good driving record.
• US Persons Only (US citizens, lawful permanent residents, refugee, or asylee—all require proper identification and documentation).
• Up to 25% travel required.

Work Environment

• Work at the main headquarters with a mix of office and manufacturing/distribution floor time.
• Collaborative, team-oriented, and results-driven environment.
• Regularly required to talk or hear; frequently stand and sit; occasionally walk and reach with hands and arms.
• Must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities include close vision and color vision.
• Work environment includes front-office and manufacturing in California; noise level is usually moderate.

Core Competencies

• High Ethical Standards: Models and supports organization’s goals and values; adapts to changing conditions; demonstrates persistence and overcomes obstacles. Consistently conducts themselves honestly and trustworthily.
• Passion & Energy: Demonstrates energy and passion; optimistic and upbeat; fun to be around. Conveys enthusiasm and intensity at work.
• Customer Service Orientation: Operates with a customer service focus internally and externally; builds strong, positive relationships with all stakeholders.
• Ownership Mentality: Acts as an owner of the business; proactive in taking responsibility for outcomes; instills this attitude in others.
• Teamwork & Collaboration: Helps create and maintain a strong team environment; involves others in decisions; demonstrates cooperation and trust across organizational boundaries.
• Project Management: Strong project management skills; prioritizes, balances, and manages multiple efforts with a results/goal orientation.
• Agility & Adaptability: Personal adaptability with the ability to manage multiple priorities in a rapidly changing environment; learns quickly and strives for continuous improvement.
• Communication: Excellent oral and written communication skills; conveys information tactfully and confidently at all levels, internal and external.

Physical & Environmental Requirements

• Regularly required to talk or hear.
• Frequently required to stand and sit; occasionally walk and reach with hands and arms.
• Must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required: close vision and color vision.
• Work environment includes front-office and manufacturing; noise level is usually moderate.

Pre-employment verifications: Must pass background and reference checks, drug screen, and physical examination prior to employment.