HR Administrative Support - Richmond

Auto Warehousing Company•Richmond, CA

14d•Onsite

About The Position

To assist department/account/terminal managers with daily production paperwork and data transmission needs. They act as liaison for the facility management and the associates as well as corporate/I.S. offices and regional managers. Accommodates any and all office related duties to insure a smooth running facility. Maintains and supports all office functions; such as ensuring facility paper flow, complete and accurate documentation and electronic data transmission. Interfaces with and assists facility managers, regional managers, leads, associates, I.S. and Finance Departments, transportation (rail & truck) representatives and customers with day to day operations and special projects. Ensures the integrity of Vehicle Inventory Processing System information through the monitoring and balancing of vehicle receipts, inventory, services, and shipments.

Requirements

Thorough knowledge and demonstrated skills with MS Office; including intermediate to advanced Excel and intermediate Access skills.
Thorough knowledge of office practices, procedures, and equipment.
Skilled in the proper use of English, including proper spelling and punctuation.
Knowledge and general ability to apply accounting practices, principals, and procedures, including an ability to perform routine business mathematics.
Ability to meet and deal effectively with customers, associates, and general public.
Ability to function effectively under pressure.
Must possess good written and verbal communication skills.
High school diploma or equivalency.
2 year experience in administrative work, customer service, and basic accounting practices or vocational/college education equivalency.
Organized and detail-oriented.
Valid driver's license; good driving record.
Must consent to consumer credit check, the results of which must be acceptable to the employer.
Ability to read and understand SDS.

Nice To Haves

Internal and customer computer applications a plus; such as AS400/VIPS.
Associate's degree a plus.
Retrieve BNSF (railcar) reports for customer and AWC.
Reports for customer indicating inventory, allocations, shipments, etc.
Update and maintain body shop inventory.
Maintain customer online Body shop database - Track Via.
Damage control of units coming into Port.
Produce Dealer credit requests on damaged vehicles.
Add and remove unit holds.
Assure proper printing of "Monroney" labels for all imported and repaired units.
Quarterly system back-up.
Update customer Vessel Schedule and distribute.
Alert transportation companies of holds, releases, cancels.
Assure Custom totals for incoming vessels accurately match manifest received.
Update VIPS with new customer data (i.e.: dealers, route changes, VIN status).
Assist Manager and Customers as needed.
Ability to work as part of a team and be able to train other staff as needed.
Ability to react to change and handle other essential tasks as assigned.
Conduct that maintains a positive work atmosphere by acting and communicating in a manner so you get along with customers, vendors, co-workers, and management.
Good and regular attendance.
Ability to work in a variety of situations.

Responsibilities

Assist department/account/terminal managers with daily production paperwork and data transmission needs.
Act as liaison for the facility management and the associates as well as corporate/I.S. offices and regional managers.
Accommodate any and all office related duties to insure a smooth running facility.
Maintain and support all office functions, such as ensuring facility paper flow, complete and accurate documentation and electronic data transmission.
Interface with and assist facility managers, regional managers, leads, associates, I.S. and Finance Departments, transportation (rail & truck) representatives and customers with day to day operations and special projects.
Ensure the integrity of Vehicle Inventory Processing System (VIPS) information through the monitoring and balancing of vehicle receipts, inventory, services, and shipments.
Prepare Rail Report for Port Rep and AWC management.
Pull reports for shipped, received, damaged and old units on the ground, and orders per customer request.
Pull reports from customer system, checked against VIPS.
Maintain Body Shop inventory, including damages, repairs, old age, inspection, and release.
Update Body Shop database daily.
Handle Vessel notification (Customs, trucking, BN).
Receive and ship within customer's system and VIPS.
Verify that damage cars do not leave the facility.
React to change productively and handle other essential tasks as assigned.
Prepare daily and monthly billing and complete all month end reports for facility.
Import and export production totals to respective customer headquarters.
Ensure proper updates to VIPS.
Answer phones for facility.
Perform administrative duties for facility and regional managers.
Provide operation support to customers as requested by Facility Managers.
Prepare rail bills and overland trucking bills.
Perform special projects as assigned by the Terminal Manager and customer.
Perform payroll and accounts payable duties as assigned.
Cross-train with the payroll coordinator.
Import customer files to VIPS.
Process operation reports, financial and other reports as needed.
Build loads, print work orders, release/ship loads, rail and truck.
Export files to customers.
Apply changes to vehicles in VIPS, including holds and unassigned per customer request.
Prepare daily and weekly loading schedules to the customer.
Order daily and weekly railcars.
Produce daily, weekly, and monthly reports for customer.
Track dwell time reports for customer.
Prepare paperwork for daily operations to the Rail Lead associate.
Maintain inventory.
Download handhelds.
Change data tapes in the computer room.