DAAA-3 - Administrative Assistant III

Administrative Support

Role: Administrative Support

Rate: 16/hr W2

Location: Reno, NV (89506)

Contract Duration: Long Term W2 Contract

Responsibilities:

Lead and manage the receiving, shipping, and inventory discrepancy clerical teams to ensure operational support aligns with business needs

Responsible for vendor payment coordination to maintain financial and operational accuracy.

Monitor workflow, support and adjust clerical team support levels based on inbound and outbound demand.

Assist in work assignments, provide clear expectations, and performance tracking for the office tasks.

Set workload volume for manpower usage to maintain consistent workflow.

Train new employees and cross-train existing employees. Communicate daily workflow requirements as planned by supervisor.

Provide information for changes in procedure, safety concerns or equipment needs.

Assist supervisor in overseeing departmental activities.

Perform TOS concepts and demonstrate a basic understanding of DView, SAP, and Microsoft Office.

Operational & Clerical Support:

Assist clerical staff in processing inbound and outbound shipments on the dock.

Ensure proper documentation, storage and verification of shipments, including Bills of Lading (BOLs), packing slips, and shipping manifests.

Documentation & Data Entry:

Assist in entering shipment details into EWM/DView systems.

Maintain and update shipping logs, inventory records, and discrepancy reports.

Help reconcile inventory variances by coordinating with clerical teams and warehouse staff.

HR functions- including payroll entries, weekly submission and record keeping.

Shop Floor Coordination:

Act as a liaison between dock clerks and warehouse personnel to resolve real-time shipment issues.

Work in conjunction with the warehouse shipping and receiving coordinator to complete all tasks by end of day.

Support expedited orders and critical shipments by ensuring accurate documentation and proper workflow execution.

Inventory & Quality Compliance:

Assist with verifying shipment accuracy and identifying potential discrepancies.

Support audit processes for inbound and outbound materials flagged for inspection.

Communicate and escalate quality concerns to clerical staff and supervisors as needed.

Safety & Efficiency:

Adhere to dock traffic control and material handling procedures.

Maintain an organized and hazard-free workspace.

Follow all safety regulations and warehouse best practices.

Knowledge You Should Bring:

3 years of relevant experience or AA degree + 1 year of relevant experience.

Minimum of 2 years experience in an automated warehouse.

At least two years of progressive warehouse experience with demonstrated leadership capability.

Excellent basic arithmetic skills required.

Familiar with D-View warehouse management systems. (We will train)

Understanding of all warehouse operations.

Willingness to accept responsibility and work closely with management is a must.

Demonstrated record of superior work performance and will be expected to work closely with management.

Ability to communicate clearly both verbally and in writing.

Demonstrated record of developing and implementing suggestions as well as regular use of other TOS tools ability.

Knowledge and awareness of safety requirements in a warehouse environment.

Must possess leadership skills to lead by example within an empowered team concept.

Exemplary safety, quality, productivity, attendance, and attitude a must.

Must possess strong leadership, a positive attitude, interpersonal and communication skills, as well as the ability to problem-solve and analyze data/information.

Capable of interpreting work instructions and bills of materials.

Capable of diagnosing, developing, and implementing practical solutions utilizing Lean concepts to area issues. Able to communicate issues to responsible areas (Materials, Quality, Packaging Lab, I.T., etc.).

Capable of accurate data collection, ability to identify trends, and propose potential solutions to problems.

Demonstrate leadership. Remain energetic and motivated.

Demonstrate knowledge of operations within the team. Able to train, coach, and mentor employees.

Must be able to perform all essential functions in the KPP department.