Operations Assistant

Herbalife•Hagerstown, MD

17h•Onsite

About The Position

The Operations Assistant will provide administrative support for the Hagerstown Distribution Center in general. This position is responsible for DC financing by ensuring all invoices are paid timely and accurately. Additional support is required for events, tours, training, department meetings, as well as supporting Member Services and Human Resources as needed. This role will be expected to interact effectively with all levels throughout the organization, distributors, customers, vendors, and internal staff across all departments. The individual must be adaptable to changes in the external environment and the organization. This position may occasionally travel domestically to support warehouse operations at company levels.

Requirements

Bi-lingual – English/Spanish
3 years’ experience with office personnel and Management support
1 year experience and knowledge of warehouse operations
Strong organizational and communication skills
Must be able to prioritize work
Proficient in Microsoft Word, Excel and Outlook
Ability to solve practical problems and carry out responsibilities under general supervision
Ability to organize workload for effective implementation
Strong customer and results orientation
Ability to interact effectively at all levels with sensitivity to cultural diversity
Ability to function as an effective team member
Ability to adapt as the external environment and organization evolves

Nice To Haves

Occasional flexible hours required

Responsibilities

Perform responsibilities in a buyer role such as obtain/gather quotes from vendors, create purchase requisitions, process receipts in Oracle, create IPROC requests, adding new vendors in Oracle and obtain PO’s.
Daily receive and process for approval all vendor invoices.
Work with director on monthly budget reports, track expenses, identify discrepancies, and perform reclassifications to be sent to US Accounting when needed.
Place all department supply orders for warehouse which includes office, warehouse, janitorial, First Aid, Safety and breakroom.
Stock and maintain breakroom and First Aid cabinets.
Assist HR with administrative responsibilities such as orientation, employee benefits, training and file maintenance.
Assist with the employee Great Place to Work monthly activities coordination.
Work closely with the Safety Committee and team recording minutes and action plans.
Contribute to Fig Bytes and serve as a member of the HADC Audit Team.
Schedule and track PM’s (maintenance) on all warehouse equipment including fire extinguisher, generator, server room, reach trucks, scrubbers.
Track monthly cardboard and pallet bales and create invoices.
Maintain and process payments for permits and licenses for the building (business license, Processed Food Registration, AQMD and Public Health license) ensuring no lapse in renewals.
Collaborate with supervisors while being the first point of contact for administrative and building needs.
Serve as a facility translator for Spanish-speaking employees.
Coordinate and maintain record retention files.
Responsible for facility travel arrangements.
Prepare expense reports for facility as needed compiling receipts, enter expenses in report obtaining signatures and submission of expenditures to accounts payable.
Provide Member Services support when needed and responsible for filling in for absences on a case-by-case basis.
Additional duties as assigned.