Procurement/Logistic Administrative Assistant

Barry-Wehmiller•Mediapolis, IA

46d•Onsite

About The Position

ESSENTIAL FUNCTIONS & RESPONSIBILITIES Match freight invoices to shippers, approve freight amount and code the invoice for payment. Match vendor invoices to purchase orders, approve and code the invoice for payment Perform data entry of purchase orders for the purchasing staff as required. Inspection and filing of casting supplier reports. Backup to organize and facilitate shipments to customers. Working with Logistiics Manager and collaborating with manufacturing supervisors to efficiently schedule trucks and international shipping. Prepare all necessary documents which include bill of lading, packing list, ERP documentation and international customs documents. Verify correct items ship and complete receiver transactions in ERP system. Create shippers in ERP system. Collaborate with team members at other Afinitas facilities on inter-company shipments. Negotiate rates with transportation providers on the company's behalf. Set shipping and handling rate to be passed on to the customer. Backup to manage supplier outsourcing transportation needs. Complete and maintain loading schedule and shipping ledger. Annually clean out files. All other duties as assigned. Secondary Tasks (as required): Maintain the purchase order acknowledgement system by running a weekly report on all "unacknowledged orders" and following up with suppliers to make sure orders have been processed by the respective supplier(s). Order Expediting: This involves running the ERP report showing all late orders and following up with the supplier to obtain revised delivery information. Revised information is then keyed into the ERP system and reported back to the responsible buyer. Perform filling for the department to include miscellaneous correspondence, printed purchase orders and packing lists.

Requirements

Excellent oral and written communication skills
Ability to communicate effectively in a team environment to assure customers receive the product they need in time. Also, needs to communicate effectively with suppliers for the same reason.
Must be able to type a minimum of 55 wpm.
Proficient with computers, especially Microsoft Office, Excel, and ERP systems.
Excellent organizational skills and attention to detail
Ability to plan, prioritize multiple tasks and meet all deadlines.
Strategic thinking and good problem-solving skills
Negotiation and analytical skills
Take personal ownership and pride in quality work in the department.
Ability to comply with all work-related deadlines and work overtime when required by the situation.
Ability to remain calm and professional under stress.
Ability to work individually as well as in a team environment.
Willing to assist in other areas as needed.

Nice To Haves

Comprehensive and current knowledge of global and domestic regulations for shipping, importing/exporting is beneficial to have.

Responsibilities

Match freight invoices to shippers, approve freight amount and code the invoice for payment.
Match vendor invoices to purchase orders, approve and code the invoice for payment
Perform data entry of purchase orders for the purchasing staff as required.
Inspection and filing of casting supplier reports.
Backup to organize and facilitate shipments to customers. Working with Logistiics Manager and collaborating with manufacturing supervisors to efficiently schedule trucks and international shipping.
Prepare all necessary documents which include bill of lading, packing list, ERP documentation and international customs documents.
Verify correct items ship and complete receiver transactions in ERP system.
Create shippers in ERP system.
Collaborate with team members at other Afinitas facilities on inter-company shipments.
Negotiate rates with transportation providers on the company's behalf.
Set shipping and handling rate to be passed on to the customer.
Backup to manage supplier outsourcing transportation needs.
Complete and maintain loading schedule and shipping ledger.
Annually clean out files.
All other duties as assigned.
Maintain the purchase order acknowledgement system by running a weekly report on all "unacknowledged orders" and following up with suppliers to make sure orders have been processed by the respective supplier(s).
Order Expediting: This involves running the ERP report showing all late orders and following up with the supplier to obtain revised delivery information. Revised information is then keyed into the ERP system and reported back to the responsible buyer.
Perform filling for the department to include miscellaneous correspondence, printed purchase orders and packing lists.