Warehouse Administrative Assistant

Job Summary:

The Warehouse Administrative Assistant is key in the communication of warehouse scheduling, accurate record keeping of inventory, product quality information, material, and product movement to meet production and customer needs. The Warehouse Administrative Assistant performs the duties of organizing the day-to-day shipping and receiving functions of the warehouses including load scheduling, purchase orders, transfers, inventory maintenance, regular communication on discrepancies/resolutions, forklift operation, and light duty shuttle driving.

Essential Duties and Responsibilities:

• Maintain quality systems to ensure safe and accurate inventory control,ensure traceability of all product history, and correct product is loaded against orders.
• Ensure all inventory transactions are captured inside the appropriate inventory system.
• Report and correct issues and inaccuracies including inventory shortages, damage products, samples, rework, animal feed, etc.
• Work through orders in a quick and efficient manner using SL and  High
  Jump to ensure the delivery of products to the customers. Ensure all orders are whole by investigating and resolving quality issues, short shipments, products not complete, etc.
• Ensure all daily data entry and inventory transactions are 100% accurate, investigate discrepancies and record data in necessary systems.  
• Ensure all driver pickup or delivery information is coordinated properly and communicate needed information to drivers.
• Recommend improvement, regularly review, and update administration procedures to maintain best practices.

• Schedules inbound, outbound, transfer loads, and enter them into the appropriate system. Communicate as needed with Production and Customer Service to ensure all materials and finished products are meeting schedules for shipment and receiving.
• Receives all purchase orders and transfers recording in HighJump, communicate discrepancies in deliveries with appropriate departments.
• Maintains purchase order information in HighJump including shipping, receiving, adjustments, and closures.
• Create and maintain daily warehousing reports.
• Receive UPS and FedEx shipments.
• Prepare shipping documentation needed for freight forwarders and for customers including invoicing and closure of export shipments.
• Ensure shipping office supplies, organization, and cleanliness are maintained.
• Attend or complete all required company training courses.

• Other duties as assigned by Management.

Required Skills and Abilities:

• Strong computer skills. Word, Excel, Outlook, SL, and HighJump.
• Ability to plan, organize, and prioritize workload.
• Excellent customer service skills.
• Written and verbal communication skills.
• Effective analytical, problem solving, and decision-making skills.

• Perform all tasks in a busy environment with limited supervision.
• Work as a member of the team.
• Define problems, collect data, establish facts, draw valid conclusions, and act upon them.
• Time management.
• Uphold confidentiality of sensitive information.
• High attention to detail.
• Maintain excellent attendance.
• Must have the ability to obtain and maintain forklift certification.
• Must have a valid Wisconsin Drivers License
• Other duties may be required as needed to meet production demand.    

Education and Experience:

• High School Education or equivalent
• Prior forklift experience preferred

Equipment: 

• Multi-line phone 
• Computer 
• Scanner/fax/printer/copier 

Vehicle  

Physical Requirements: 

• Sit in a stationary position up to 80% of workday. 
• Walk occasionally and climb stairs as needed to move about inside the office to access file cabinets, 
• office machinery, etc. 
• Use hands/fingers to handle or feel, operate, activate, use, prepare office related items.
• Constantly operate a computer, phone, and other office machinery, such as a calculator, copy 
• machine, computer printer, etc.  
• Climb stairs/ladders.
• Communicate verbally with employees, customers, and drivers. 
• Vision requirements include reading computer screens, identifying colors, and anticipating employees and visitors. 
• Ability to lift and carry items up to 25 pounds as needed. 
• Works in general office or cooler conditions regularly. 
• May be exposed to general manufacturing operations requiring personal protective equipment such as uniform, bump cap, safety glasses and hearing protection. 

Supervisory responsibility: 

• None 

Travel requirements:  

• Occasional local travel.
• Rare travel to other WSI locations. 

Environmental Conditions:

• General warehouse environment.
• Refrigerated warehouse environment.
• General manufacturing conditions.

Works in both hot and cold temperatures when interfacing in warehouse and manufacturing environment.

EQUIPMENT: 

• Multi-line phone 
• Computer 
• Scanner/fax/printer/copier 
• Vehicle  

PHYSICAL REQUIREMENTS: 

• Sit in a stationary position up to 80% of workday.
• Walk occasionally as needed to move about to access file cabinets, 

office machinery, etc. 

• Use hands/fingers to handle or feel, operate, activate, use, prepare items.

• Constantly operates a computer, phone, and other office machinery, such as a calculator, copy 

machine, computer printer, etc.  

• Climb stairs/ladders. 
• Communicate verbally with employees and customers. 
• Vision requirements include reading computer screens, identifying colors, and anticipating employees and visitors. 

• Ability to lift and carry  items up to 25 pounds. .
• Works in general warehouse conditions regularly. 
• May be exposed to general manufacturing operations requiring personal protective equipment such as uniform, bump cap, safety glasses and hearing protection. 

FINANCIAL RESPONSIBILITY 

• Assigned based on project  

SUPERVISORY RESPONSIBILITY: 

• None 

TRAVEL REQUIREMENTS:  

• Occasional local travel  

• Rare travel to other WSI locations.

This job description is not an employment contract and may be modified at any time at the discretion of the company.