General Purpose
Provide office services and support by reporting to the VA Warehouse Manager to perform various tasks, assist in paperwork flow for receiving and shipping, vehicle maintenance, & vehicle dispatch transactions.
Main Administrative Job Tasks and Responsibilities
o Monitor supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; and verifying receipt of supplies.
o Design and update company forms
o Monitor e-mail account
o Print job tickets per direction of dispatch
o Verify all job tickets that are distributed are turned in completed
o Track down any job tickets that are not turned in completed
o Scan in completed job tickets and email to our Hampton office
o Complete data entry as required to Microsoft Access regarding inventory
o Maintain customer inventory files daily
o Keep a log of the location of all items in storage at the warehouse so they can be located quickly.
o Scan the Bill of Lading for all items received and email them to customers.
o Keep track of all shipping documents and attachments per jobsite on daily basis.
o Scan all shipping documents and save a digital copy on the server.
o Check badges out to employees for jobs and check badges back in when the job is complete
o Scan all receipts, bills, & AP packing slips and email to Accounts Payable.
o Keep the office areas of the warehouse clean and organized
o Answer the phone
o Take messages when needed
o Assist any Salespeople
· Type quotes
· Type emails
· Collect information that may be needed for lift plans (CCO Certification, Annual Inspection, etc.)
· Organize and file quotes
· Miscellaneous office tasks assigned by Salespeople
o Archive Quotes that are older than 1 year
o Scan Quote files so we have a digital copy on the server
o Any and all other miscellaneous tasks assigned by Warehouse manager
Position Requirements
o Must be detail oriented and have ability to multi-task
o Must have enthusiasm and possess excellent customer service skills
o Excellent communication, listening and computer skills
o Maintain a positive demeanor and contribute toward a quality work environment
o Must be respectful of others
o Ability to work without personal phone use, texting, Facebook, and other social internet sites
o Must possess a valid driver’s license and good driving record
o Ability to type accurately and proof own work
o This salaried position requires 40 hours of work per week.
o Flexibility to work evenings and weekends, as required
Education and Experience
o High school diploma or GED
o Working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Access)
Physical Demands
o While performing the duties of this job, the employee is regularly required to talk and hear, walk, sit, and use hands to operate computer keyboard and telephone
o The employee must frequently lift and/or move up to 20 pounds
o The employee must have visual acuity sufficient to operate motor vehicle and operate office equipment
o The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel or crouch
Other Requirements
o Able to prove U.S. Employment eligibility
o Ability to pass drug screening
o Ability to pass formal background check
o Ability to communicate with others both orally and written. Must be clearly understood and have a good command of the English language
o Demonstrate the ability to cope with stress and maintain a pleasant and cooperative temperament with internal and external customers.
o Must have a neat personal appearance
o Business must be conducted with the highest level of personal integrity
o Consistently maintain the confidentiality of sensitive company information
Supervisory Responsibilities
o This job has no supervisory responsibilities
Note: All duties, responsibilities and requirements stated above are essential job functions. This position description in no way states or implies that these are the only duties performed by the individual occupying this position. The Warehouse Administrative Assistant may be required by their supervisor to perform other job-related duties.
Job Type: Full-time
Pay: $22.00 - $23.00 per hour
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Experience:
- Administrative: 3 years (Preferred)
Ability to Commute:
- Manassas, VA 20109 (Required)
Ability to Relocate:
- Manassas, VA 20109: Relocate before starting work (Required)
Work Location: In person