Warehouse & Administrative Support Associate

T&A Supply Company•Aiea, HI

1d•Hybrid

About The Position

Provide professional and responsive customer service while performing a combination of administrative, order-processing, inventory-control, shipping, and hands-on warehouse responsibilities for the Hawaii branch. This position regularly transitions between office/customer-facing work and physical warehouse operations throughout the workday. Essential role expectation: Daily forklift operation, material handling, customer loading, Will Call support, and warehouse participation are essential functions of this hybrid position, together with the administrative responsibilities described below.

Requirements

Strong customer service, written and verbal communication, organization, follow-through, and problem-solving skills.
Ability to shift effectively between customer-facing administrative work and hands-on warehouse responsibilities throughout the day.
Ability to independently prioritize immediate customer needs while planning ahead for upcoming shipments, projects, staffing coverage, and warehouse-space requirements.
High level of accuracy and attention to detail in order entry, inventory transactions, shipping records, product counts, and customer communication.
Proficiency with Microsoft Office.
Ability to work collaboratively with customers, carriers, vendors, the Office Manager, the Warehouse Manager, the Regional Branch Manager, and other internal departments.
Demonstrated commitment to safe work practices, equipment care, inventory integrity, and maintaining a professional branch environment.
High school diploma or equivalent required.
Ability to complete company-required forklift and warehouse-equipment training and safely operate equipment independently is required.

Nice To Haves

Experience combining office and warehouse responsibilities is strongly preferred.
Flooring, building-materials, distribution, or logistics experience preferred.
Prior forklift experience preferred.
Experience with ERP/WMS systems, AS400, and RF scanners preferred.

Responsibilities

Respond to customer inquiries; provide accurate product, availability, pricing, and order information; and resolve or appropriately escalate customer issues.
Enter and process customer sales orders and, as assigned, place replenishment, transfer, and special-order product orders; maintain quotes, returns, and claims accurately in company systems and follow established approval procedures.
Coordinate shipments to the neighbor islands and other destinations, including order verification, staging, carrier scheduling, freight and shipping documentation, customer communication, and shipment-status follow-up.
Maintain accurate customer, pricing, order, inventory, and shipment records and coordinate with the Office Manager, vendors, purchasing, carriers, and other internal teams to support timely fulfillment.
Provide professional phone, email, front-counter, and Will Call service and communicate proactively regarding product readiness, pickup timing, delivery changes, shortages, damages, and other order concerns.
Support routine branch administrative functions, including sample orders, sample inventory, pricing updates, displays, filing, and marketing support as assigned.
Support inventory accuracy through receiving verification, system transactions, cycle counts, physical counts, location maintenance, discrepancy research, and timely reporting of variances.
Review open customer orders and material held in the warehouse for 60 days or longer, with focused follow-up on items held 90 days or longer; contact customers to coordinate pickup or delivery and maintain a current status/action report for branch management.
Monitor product lot information, shelf-life, and expiration dates; identify material approaching expiration early enough for the branch to take corrective action.
Work with the Regional Branch Manager and Office Manager on approved solutions for aged or near-expiration inventory, including customer outreach, project matching, transfers, returns when available, or other sell-through strategies.
Safely operate a forklift on a daily basis, along with pallet jacks, RF scanners, and other warehouse equipment, after completing required company training and certification.
Unload inbound containers, trucks, and carriers; verify quantities and product condition; identify shortages or damage; receive material accurately; and place product into assigned storage locations.
Pull, verify, label, stage, and release customer orders accurately, taking appropriate care to protect flooring, adhesives, floor-preparation products, and related materials from damage.
Safely load customer and carrier vehicles, confirm the correct product and quantity before release, and complete required pickup or shipping documentation.
Actively manage Will Call priorities and expected pickup times, prepare orders in advance, communicate readiness or delays, and adjust staging plans as daily conditions change.
Maintain clean, organized, and unobstructed aisles, racks, staging areas, loading areas, and workspaces; perform routine equipment and safety checks; and promptly report hazards or equipment concerns.
Maintain a rolling view of warehouse activity: days ahead for Will Call and immediate receipts, weeks ahead for scheduled shipments, and months ahead for large projects and phased material releases.
Work closely with the Regional Branch Manager to anticipate incoming project material, customer release schedules, container timing, and the effect of large orders on warehouse capacity and workflow.
Take the lead in developing practical receiving, staging, storage, and release plans for large orders and active projects, including recommended locations, sequencing, access requirements, and space needed for incoming material.
Continuously assess rack, floor, aisle, and staging-space utilization and recommend product moves, consolidation, location changes, or other improvements that increase capacity, safety, and operating efficiency.
Become fully cross-trained on branch opening and closing procedures and independently open or close the Hawaii branch when assigned.
Provide complete office and warehouse coverage when the Office Manager and/or Warehouse Manager are absent, including planned vacation or leave, while maintaining safe and responsive branch operations.
During coverage periods, handle customer communications, order processing, Will Call, receiving, shipping, material handling, documentation, and daily priority coordination; document unresolved items and provide clear handoffs upon the employee's return.
Perform other related branch duties and operational projects as assigned, consistent with the responsibilities and physical requirements of the position.