Warehouse - Distribution & Fulfillment Specialist

Ruan Transportation Management Systems•Madison, MS

10h•Onsite

About The Position

This position works on site in Madison, MS Schedule: Monday - Friday The Distribution & Fulfillment Specialist provides administrative and operational support to warehouse management, helping ensure efficient order processing, inventory tracking, and shipping coordination. This role involves managing documentation, updating systems, communicating with internal teams and carriers, and assisting with scheduling and workflow planning. The assistant helps maintain accuracy in inventory records and supports continuous improvement of fulfillment processes. Strong organizational skills, attention to detail, and the ability to multitask in a fast-paced warehouse office environment are essential for success.

Requirements

High School Diploma/GED or equivalent work experience.
3-5 years Administrative, Clerical, Supply Chain Management, Payroll, or related experience.
Must be able to commit to Ruan's value statement by acting with integrity in everything we do.
Must be able to meet behavioral expectations and perform in alignment with our guiding principles: people first, safety focus, enduring partnerships, exceptional performance, and continuous improvement.
Must have strong computer skills including MS Office Suite (Word, Excel, PowerPoint, Access) and ability to learn to work on various software systems (including Warehouse Management System). Demonstrated ability to effectively organize and prioritize workload in a multi-task environment. Must have the ability to accurately enter and audit data. Must have strong verbal and written communication and the ability to effectively communicate with diverse groups of people. Must have demonstrated a high level of care and respect for all team members. Needs to be self-motivated and be able to work with minimal supervision. Needs to be flexible in work assignments, responsibilities, software programs, and hours and open to change. Duties may vary based upon individual operation or work location.

Responsibilities

Provide comprehensive administrative support to warehouse leadership, including managing phone and email communications, coordinating mail distribution, maintaining office and operational supply inventories, and ensuring accurate tracking of payroll, attendance, and billing records.
Maintain and update critical warehouse management systems (WMS) ensuring data accuracy and adherence to established deadlines. Support the development, tracking, and reporting of key performance indicators (KPIs), delivering timely insights to both internal and external stakeholders
Serve as a professional point of contact for customer service inquiries, supporting the local management team by ensuring timely, accurate, and solution-oriented communication with customers and operational partners.
Coordinate and support quality control initiatives by tracking claims, investigating non-compliant shipments, and presenting findings to management to drive accountability and continuous process improvement.
Assist in the execution of safety and compliance programs, including coordinating training sessions, supporting inspections, and facilitating required compliance activities such as random drug screenings.
Support the implementation and ongoing optimization of warehouse management systems (WMS), including assisting with system setup, data entry, process documentation, and coordination with operations and IT teams to ensure efficient adoption and functionality
Partner with Human Resources and recruiting teams to support onboarding processes, including new hire documentation, orientation scheduling, and cross-functional coordination to ensure a seamless onboarding experience.
Identify, track, and evaluate continuous improvement opportunities; provide data-driven recommendations to enhance operational efficiency, reduce costs, and improve overall performance
Perform other job-related duties and special projects as required.