Office Associate DIAM-6450|Logistics Nashville Warehouse | 2nd Shift

DENSO•Mount Juliet, TN

28d•Onsite

About The Position

The Office Associate supports daily Shipping operations by preparing and processing paperwork, monitoring routes and truck schedules, communicating with drivers and dispatch, and ensuring orders are accurately processed through the required systems. The OA must be dependable, organized, professional, comfortable using computers, and able to learn new systems and processes quickly.

Requirements

Type efficiently and accurately.
Navigate a computer and use the internet confidently.
Use Microsoft Word proficiently.
Send clear, professional emails.
Be willing and able to learn Microsoft Excel.
Be willing and able to learn Microsoft PowerPoint.
Learn new computer programs and processes quickly.
Multitask while maintaining accuracy.
Communicate professionally with drivers, dispatchers, leadership, and associates.
Work well as part of a small team.
Maintain a positive and professional attitude.
Be flexible when routes, schedules, priorities, or workload change.
Ask questions when unsure instead of making assumptions.
Scan orders into WMS.
Verify that the correct order is being processed.
Check information before completing transactions.
Report system or order discrepancies.
Maintain accuracy when entering or scanning information.
Verify the correct driver/load.
Verify route information.
Confirm required paperwork is complete.
Enter the required information accurately.
Complete the bill-out process according to Shipping procedures.
Enter the correct information for CP Tags.
Verify route/order information before creating the tag.
Print the correct tag.
Check the tag for accuracy before releasing it for use.
Correct or report errors immediately.
Log into the appropriate Toyota Supplier system.
Locate the correct shipment/order.
Retrieve the correct packing list.
Print or save the packing list as required.
Verify that the packing list matches the correct route/load.
Provide the packing list to the appropriate person or driver.
Have a clear subject line in emails.
State the reason for the email.
Include the route/load/truck information when applicable.
Include the scheduled time when discussing transportation.
Clearly state what information or action is needed.
Be professional and easy to understand.
Be reviewed for accuracy before sending.
Take notes during training.
Ask questions.
Practice the process.
Retain previously taught information.
Accept coaching.
Show continuous improvement.
Become increasingly independent.
Demonstrate the ability to learn new processes quickly.

Responsibilities

Prepare paperwork needed by Order Pullers and ensure it is complete and accurate before distributing it.
Organize paperwork by route as required and make sure Order Pullers receive the correct paperwork for their assignments.
Correct or report paperwork discrepancies before the order is processed.
Review the day's routes, verify that routes are correct and complete, and check for route changes throughout the shift.
Update route changes when necessary and communicate important route changes to the appropriate associates and leadership.
Pay close attention to truck arrival times and scheduled departure times.
Actively monitor scheduled trucks, contact dispatch approximately 15 minutes before scheduled arrival to verify truck status, and communicate professionally.
If a truck has not arrived by its scheduled time, contact dispatch promptly, request an updated ETA, document or communicate the updated information, inform Shipping leadership of significant delays, and continue following up when necessary.
Greet drivers professionally when they arrive at the Shipping window, verify the driver's route/load information, and collect or provide required paperwork.
Give clear instructions when needed, contact leadership when there is a problem or discrepancy, and maintain professional communication even during busy periods or delays.
Learn and correctly use WMS, including scanning orders into WMS, verifying that the correct order is being processed, checking information before completing transactions, reporting system or order discrepancies, and maintaining accuracy when entering or scanning information.
Learn how to properly bill out drivers using AS400, verifying the correct driver/load and route information, confirming required paperwork is complete, entering the required information accurately, and completing the bill-out process according to Shipping procedures.
Learn how to create CP Tags by entering the correct information, verifying route/order information, printing the correct tag, checking the tag for accuracy before releasing it for use, and correcting or reporting errors immediately.
Learn how to access the Toyota Supplier system/portal and retrieve required packing lists, including logging into the appropriate system, locating the correct shipment/order, retrieving the correct packing list, printing or saving the packing list as required, verifying that the packing list matches the correct route/load, and providing the packing list to the appropriate person or driver.
Send professional workplace emails with a clear subject line, stating the reason for the email, including relevant information, and clearly stating what information or action is needed.
Communicate professionally, clearly, respectfully, timely, and accurately with Order Pullers, Drivers, Dispatch, Shipping Associates, Team Leaders, Section Leaders, and other Office Associates.
Communicate early when there is a problem rather than waiting for the issue to become larger.
Work well with others, communicate respectfully, help teammates when workload increases, share important information between shifts/OAs, avoid unnecessary conflict or negativity, be willing to learn from other team members, accept coaching and feedback professionally, and be flexible when responsibilities need to change.
Focus on safety, accuracy, truck and route timing, communication, customer/driver service, paperwork accuracy, system accuracy, and teamwork.
Stop, verify, and communicate if unsure about any aspect of the job.
Take notes during training, ask questions, practice the process, retain previously taught information, accept coaching, show continuous improvement, become increasingly independent, and demonstrate the ability to learn new processes quickly.