Warehouse Administrative Assistant

Job Summary:

The Warehouse Administrative Assistant provides administrative and shipping and receiving support for warehouse operations. This position coordinates daily workflow and appointments, maintains accurate shipment, inventory, and operational records, prepares required documents, and serves as a point of contact for drivers, carriers, customers, visitors, and internal staff. The role supports the Warehouse Supervisor by helping ensure information, documentation, and communication are accurate, organized, and completed on time.

Supervisory Responsibilities:

·       No

Duties & Responsibilities:

·       Coordinates daily administrative workflow with the Warehouse Supervisor, warehouse associates, office staff, carriers, and customers.

• Verifies pickup and delivery appointments with carriers and customers are carried out as scheduled and communicates changes or delays to the appropriate parties.

·       Greets visitors, checks in truck drivers, provides site instructions, and directs them to the appropriate dock or contact while following Foreign Trade Zone site visitor regulations.

·       Examines shipping and receiving documents and compares shipment information against purchase orders, customer orders, bills of lading, packing slips, manifests, and related records to verify accuracy.

·       Prepares, distributes, and files work orders, bills of lading, shipping orders, labels, packing lists, reports, correspondence, and other warehouse documents.

·       Maintains accurate electronic and physical records for incoming and outgoing shipments, appointments, inventory activity, damages, shortages, overages, and discrepancies.

·       Enters and updates information in the warehouse management system (WMS), transportation management system (TMS), customer portals, spreadsheets, and other company databases.

·       Verifies incoming shipments for visible damage or discrepancies and promptly documents and reports issues to the Warehouse Supervisor.

·       Assists with inventory accuracy by completing daily cycle counts, researching discrepancies, updating records as authorized, and communicating findings to warehouse personnel.

·       Coordinates small-package shipments and prepares required carrier documentation as needed.

·       Creates routine reports and provides administrative follow-up on open shipments, receiving issues, inventory questions, and customer requests.

·       Helps maintain office equipment and reports service or supply needs.

·       Communicates professionally with internal and external stakeholders by phone, email, and in person.

·       Works effectively under pressure and adapts to changing priorities in a service-driven warehouse environment.

·       Follows company safety, security, quality, and recordkeeping procedures while working in office and warehouse areas.

·       Provides general administrative assistance to the Warehouse Supervisor and other operations staff as needed.

·       Performs other duties as assigned.

Required Skills & Abilities:

·       Strong attention to detail and the ability to accurately verify, enter, and maintain shipment and inventory information.

·       Proficiency with Microsoft Office, email, and business systems used for inventory management, transportation, scheduling, and recordkeeping.

·       Effective written and verbal communication skills for working with warehouse personnel, customers, carriers, drivers, and visitors.

·       Strong organizational and time-management skills, including the ability to prioritize multiple requests and maintain an orderly workflow.

·       Basic mathematics skills, including calculations involving quantities, weights, and dimensions.

·       Ability to read and understand work-related documents, including purchase orders, shipping documents, instructions, and reports.

·       Critical-thinking and problem-solving skills to identify discrepancies, gather relevant information, and escalate issues appropriately.

·       Ability to work independently while coordinating closely with the Warehouse Supervisor and warehouse team.

Education & Experience:

·       High School Diploma, GED, or High School Equivalence Certificate required.

·       2 years of experience in an administrative, shipping and receiving, warehouse support, customer service, or similar role preferred.

·       Experience with a WMS, TMS, inventory system, shipping software, or customer portal preferred.

Physical Requirements:

·       Ability to sit and work at a computer for extended periods and to regularly stand and walk through office and warehouse areas.

·       Ability to use hands to handle documents, operate office equipment, and perform keyboarding and data-entry tasks.

·       Ability to bend, reach, crouch, climb, and move safely in a warehouse environment as needed.

·       Ability to lift, push, pull, and/or move up to 50 pounds at times.

·       Specific vision abilities include close vision, distance vision, peripheral vision, depth perception, color vision, and the ability to adjust focus.

·       Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

This position works in both office and warehouse settings. The employee may be exposed to moving equipment, vehicle traffic, varying temperatures, dust, and moderate to loud noise while in warehouse areas. Required personal protective equipment and all posted safety procedures must be followed.

An Equal Opportunity Employer

Candor Transportation Co, LLC is an equal opportunity employer and administers all personnel practices without regard to race, color, religious creed, sex, gender, age, ancestry, national origin, mental or physical disability or medical condition, sexual orientation, gender identity or expression, marital status, military or veteran status, genetic information, or any other category protected under federal, state, or local law.