Warehouse Operations Assistant (Finance)

Warehouse Operation Assistant

Position Purpose:
Provide day-to-day administrative support to the General Manager and management team in a professional, courteous, and confidential manner. Key areas include reporting, payroll support, inventory tracking, and office coordination.

Key Responsibilities:

• Prepare and distribute daily, weekly, and monthly reports.
• Daily monitoring of emails and regular mail for invoices, statements and correspondence pertaining to the distribution center.
• Reviews, codes and sends all invoices to appropriate department managers for approval and submission to accounts payable for processing and payment
• Ensures all invoice information is entered into financial tracker and updates payment status on a weekly basis with information obtained from SharePoint reports.
• Works with corporate AP team to resolve any questions or concerns with invoice status, payments or changes.
• Works with supplier maintenance department to ensure all vendor information is kept up to date.
• Reviews monthly vendor statements to ensure all accounts remain current and works with General Manager, department managers, accounts payable and vendors to resolve any issues that may arise.
• At the end of each financial period, reviews tracker to ensure information provided to General Manager is up to date and accurate.
• Assist department managers with bringing in new vendors to ensure all required forms and signed and copies of all contracts and agreements are kept on file
• Administers General Manager's corporate credit card.
• Assists General Manager with administrative functions including keeping meeting minutes at weekly manager meetings.
• Maintain shipping supply and office inventory, coordinate with vendors.
• Books travel arrangements for managers and warehouse associates as needed using Concur travel system. Maintains relationships with hotel managers to ensure DC is receiving the best rates.
• Coordinate internal communications, site events, and weekly meetings.
• Maintain SharePoint site and generate weekly/monthly metrics reports.
• Maintains relationship with vending machine company to ensure proper delivery and maintenance of supplies for cafeteria.

Qualifications:

• Associate degree preferred or equivalent experience.
• 4+ years of relevant administrative experience.
• Proficient in MS Office Suite and strong working knowledge of MS Excel is required.
• Excellent communication, multitasking, and organizational abilities.
• Able to work independently in a fast-paced environment.