Ops Senior Admin Assistant (Ops Coord)

UPS•Chicago, IL

1d•$22 - $35

About The Position

Before you apply to a job, select your language preference from the options available at the top right of this page. Explore your next opportunity at a Fortune Global 500 organization. Envision innovative possibilities, experience our rewarding culture, and work with talented teams that help you become better every day. We know what it takes to lead UPS into tomorrow—people with a unique combination of skill + passion. If you have the qualities and drive to lead yourself or teams, there are roles ready to cultivate your skills and take you to the next level. Job Description: Job Description Main Purpose: To Ensure successful execution by LSP in collection/delivery of client shipments. Main Duties and Responsibilities: Coordinate collections, deliveries, drop offs and recoveries with other departments/Marken Offices/Agent and drivers Receive order from PCC call team, taken from the site and/or patient and review for completeness of information based on collection date/time/location, and send system generated alert to selected LSP Depending on study, arrange for packaging to be placed at site or LSP prior to expected date Follow up with LSP prior to scheduled collection date/time to ensure packaging is in place and instructions are clear Update operating system (Maestro) with route leg information, POB/POD, and accurate costs Maintain constant communication with Packaging Team to ensure availability of required supplies for collections, deliveries, drop offs and recoveries Condition the shipments as required Create the applicable Route Legs depending on the service Provide the proper documentation to the agent/Marken Driver for collections, deliveries, drop offs and recoveries Track every shipment using the Maestro Wiki report designed for Dispatch Confirm that every recovery is complete by matching the information against the manifest during reception process Ensure that the Agent/Marken driver is updating the information in the system through the mobile app (XMaestro) Provide periodical inspection to the vehicles to confirm that they are in proper conditions For NFO shipments provide expedited dispatch to tender the shipments immediately after collection and alert the receiving agent/office Notify any discrepancies to the respective department, agent or Marken Office and update Maestro accordingly Updating the Tableau board Uploading all documents in the system in a timely manner Downloading TT4’s in the system in a timely manner Placing delay codes and notes in Maestro Updating the dispatch turnover spread sheet for the next shift Confirming and printing emails for pickups Consistent communication with Export and Import for airport recoveries and drops Knowing the location of your drivers and LSP’S always Replenishing all local deliveries as necessary Paying for Import shipments Creating Pick Up Orders for airlines Going over the Route leg alert screen in Maestro Requirements: 2+ years' Experience with airfreight operations, import/export operations and related regulatory requirements (TSA, US CBP, FDA etc.) Preferred 2+ years Proven work experience as a dispatch lead or supervisor The ideal candidate has experience from working in a GDP environment Proven ability to implement process improvement initiatives Leadership skills and ability to manage staff Strong decision making and problem-solving skills Strong attention to detail and truly cares about quality Excellent communication skills ur compensation reflects the cost of labor across several US geographic markets. The base pay for this position ranges from $21.50 p/h to $26.90 p/h. Pay is based on several factors including but not limited to, market location and may vary depending on job-related knowledge, skills, and education/training and a candidate’s work experience. Hired applicants may be eligible for annual short-term and/or long-term incentive compensation programs depending on the level of the position. Payments under these annual programs are not guaranteed and are dependent upon a variety of factors including, but not limited to, individual performance, business unit performance, and/or the company’s performance. Hired applicants may be eligible for Medical/prescription drug coverage, Dental coverage, Vision coverage, Flexible Spending Account, Health Savings Account, Dependent Care Flexible Spending Account, Basic and Supplemental Life Insurance & Accidental Death and Dismemberment, Disability Income Protection Plan, Employee Assistance Program, 401(k) retirement program, Vacation, Paid Holidays and Personal time, Paid Sick and Family and Medical Leave time as required by law. Employee Type: Permanent UPS is committed to providing a workplace free of discrimination, harassment, and retaliation. Other Criteria: UPS is an equal opportunity employer. UPS does not discriminate on the basis of race/color/religion/sex/national origin/veteran/disability/age/sexual orientation/gender identity or any other characteristic protected by law. Basic Qualifications: Must be a U.S. Citizen or National of the U.S., an alien lawfully admitted for permanent residence, or an alien authorized to work in the U.S. for this employer. Pay Range: Our compensation reflects the cost of labor across several US geographic markets. The base pay for this position ranges from $21.50/hr to $34.95/hr. Pay is based on several factors including but not limited to, market location and may vary depending on job-related knowledge, skills, and education/training and a candidate’s work experience. Hired applicants are offered annual short-term and/or long-term incentive compensation programs, subject to applicable eligibility requirements. Payments under these annual programs are not guaranteed and are dependent upon a variety of factors including, but not limited to, individual performance, business unit performance, and/or the company’s performance. The company offers the following benefits for this position, subject to applicable eligibility requirements. Medical/prescription drug coverage, Dental coverage, Vision coverage, Flexible Spending Account, Health Savings Account, Dependent Care Flexible Spending Account, Basic and Supplemental Life Insurance & Accidental Death and Dismemberment, Disability Income Protection Plan, Employee Assistance Program, 401(k) retirement program, Vacation, Paid Holidays and Personal time, Paid Sick and Family and Medical Leave time as required by law, and Discounted Employee Stock Purchase Program. In 1907, two teenage entrepreneurs in a Seattle basement started with a $100 loan and created what would become the world’s largest package delivery service. Today, operating in more than 220 countries and territories, UPS is committed to moving our world forward by delivering what matters. UPS and its more than 500,000 UPSers around the globe are a transportation and logistics leader, offering innovative solutions to customers, big and small. UPS understands and appreciates its responsibility to help build safe, stronger and more resilient communities founded on justice and economic opportunity for all, supported by a healthy, sustainable global environment.

Requirements

2+ years' Experience with airfreight operations, import/export operations and related regulatory requirements (TSA, US CBP, FDA etc.)
Must be a U.S. Citizen or National of the U.S., an alien lawfully admitted for permanent residence, or an alien authorized to work in the U.S. for this employer.

Nice To Haves

2+ years Proven work experience as a dispatch lead or supervisor
The ideal candidate has experience from working in a GDP environment
Proven ability to implement process improvement initiatives
Leadership skills and ability to manage staff
Strong decision making and problem-solving skills
Strong attention to detail and truly cares about quality
Excellent communication skills

Responsibilities

Coordinate collections, deliveries, drop offs and recoveries with other departments/Marken Offices/Agent and drivers
Receive order from PCC call team, taken from the site and/or patient and review for completeness of information based on collection date/time/location, and send system generated alert to selected LSP
Depending on study, arrange for packaging to be placed at site or LSP prior to expected date
Follow up with LSP prior to scheduled collection date/time to ensure packaging is in place and instructions are clear
Update operating system (Maestro) with route leg information, POB/POD, and accurate costs
Maintain constant communication with Packaging Team to ensure availability of required supplies for collections, deliveries, drop offs and recoveries
Condition the shipments as required
Create the applicable Route Legs depending on the service
Provide the proper documentation to the agent/Marken Driver for collections, deliveries, drop offs and recoveries
Track every shipment using the Maestro Wiki report designed for Dispatch
Confirm that every recovery is complete by matching the information against the manifest during reception process
Ensure that the Agent/Marken driver is updating the information in the system through the mobile app (XMaestro)
Provide periodical inspection to the vehicles to confirm that they are in proper conditions
For NFO shipments provide expedited dispatch to tender the shipments immediately after collection and alert the receiving agent/office
Notify any discrepancies to the respective department, agent or Marken Office and update Maestro accordingly
Updating the Tableau board
Uploading all documents in the system in a timely manner
Downloading TT4’s in the system in a timely manner
Placing delay codes and notes in Maestro
Updating the dispatch turnover spread sheet for the next shift
Confirming and printing emails for pickups
Consistent communication with Export and Import for airport recoveries and drops
Knowing the location of your drivers and LSP’S always
Replenishing all local deliveries as necessary
Paying for Import shipments
Creating Pick Up Orders for airlines
Going over the Route leg alert screen in Maestro