Administrative Assistant ll - Logistics

Job Summary

Provides administrative, coordination, and communication support for Logistics leadership and logistics operations. This role supports hiring events, onboarding activities, supply ordering, purchase order processing, reporting, meeting coordination, and other activities that help ensure efficient daily operation for Logistics teams.

Essential Duties And Responsibilities

• Coordinates new partner hiring events, schedules onboarding sessions, and facilitates appropriate paperwork.
• Captures and compiles lists and reports such as non-office supply order forms, weekly staff accomplishments, distribution leaders list, partner picture pages, and leadership email groups.
• Orders office, sanitation and safety supplies for the logistics administrative offices, warehouse operations, operations support teams, and takes orders for the corporate office.
• Prepares and enters purchase orders in SAP for approved outside vendor services and assists the Business Manager with journal entry support, purchase order tracking, and related administrative documentation.
• Facilitates events and coordination with the community connections team for all logistics areas.
• Schedules Logistics functions and meetings for logistics leaders. Coordinates arrangements such as scheduling locations and/or meeting rooms, catering, and equipment.
• Prepares presentations for logistics leadership events.
• Aids in logistics safety metric reporting, drawings, and data keeping.

Knowledge, Skills And Abilities

• Intermediate knowledge of Microsoft Office applications including Excel, Access, Word, Outlook and PowerPoint.
• Excellent organization skills with strong attention to detail.
• Excellent written and verbal communication skills, with the ability to interact professionally with partners, leaders, vendors, callers, and community contacts.
• Maintains confidentiality regarding sensitive information.
• Ability to make decisions to identify best choice for specified goals.
• Prioritizes multiple tasks, meets deadlines, and adjusts to changing operational needs in a fast-paced logistics environment.
• Comprehends and interprets information.
• Prepares reports and business correspondence.
• Researches information, establishes facts, and draws valid conclusions.
• Learns new technology systems, methods, and processes.
• Reasons, forms concepts, and recognizes and solves problems.
• Shows information in presentation or diagram form.
• Creates informative posters and information displays.
• Occasionally drives in accordance with the BGC Driver policy.
• Attentive to potential hazards and remedies or places appropriate warning signs or devices around or near the hazard as soon as is reasonably possible.
• Reports any potential hazards that cannot be immediately remedied to a supervisor.

Education, Experience And Qualifications

• Associate’s degree preferred.
• High school Diploma and two or more years of related experience; or an equivalent combination of experience and/or higher education required.
• Bilingual (Spanish/English) preferred.
• Minimum of 18 years of age required.
• Partners must be 21 years of age or older to drive for Company business in accordance with the BGC Business Driver Policy.

Physical Demands

• Continuous use of close vision, distance vision, depth perception, or the ability to focus.
• Continuous use of talk and hear.
• Continuous use of hands for reaching, touching, or handling.
• Continuous use of fine finger movements (ex. sorting and typing).
• Continuous sitting for long periods of time.
• Occasionally lifts, pushes, pulls, or maneuvers office supplies, event materials, or other objects up to 40 lbs.

Work Context And Environment

• Work is generally performed in an office environment.
• Office is located within a warehouse environment.
• Moderate to high noise level.
• Position may require occasional movement through warehouse or logistics areas and awareness of related safety practices.