Operations Administrative Assistant - PetroChoice

Overview

The Operations Administrative Assistant greets and assists visitors; processes delivery tickets; prepares and processes paperwork and submits to the appropriate department; assists the VP of Operations, Regional Operations Managers, Supervisors and Logistics Specialists with all administrative and clerical tasks.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following. The Company reserves the right to add to, delete, change or modify the essential duties and responsibilities at any time.   All work is to be completed with minimum supervision and in accordance with company standards.  Other duties may be assigned.

• Organize, collate, scan, and archive all daily business records for facility
• Provide assistance to customers via phone and in person
• Greet and assist all visitors to the facility
• Assist dispatch with printing, sorting and organizing delivery tickets for drivers
• Assist Branch Operations Manager and Supervisor with all administrative and clerical tasks
• Scan and archive all daily business transaction and forward to the appropriate department for processing
• Open and distribute mail and maintain postage level for the postage machine 
• Provide assistance for all office and administrative functions at the facility and other tasks as assigned
• Perform daily reviews of the open order report
• Provide assistance with the On Time Delivery (OTD) report by reviewing late orders and providing the proper explanations within Excel or as directed
• Review daily work - Update any customer notes notated by the drivers and provide dispatch with any special requirements or notes
• Review daily work - Manage any short fills or BO deliveries by working with dispatch and billing accordingly
• Review daily work - Re-route any missed deliveries and update OTD report accordingly. Make dispatch and the Branch Operations Manager aware of the re-routed orders or as directed
• Provide assistance with physical inventory or as directed
• Provide support with cycle counting by researching discrepancies found by the cycle count teams and provide Procurement and the Branch Operations Manager with any findings

COMPETENCY:

To perform the job successfully, an individual should demonstrate the following competencies:

• Problem Solving - Identifies and resolves problems in a timely manner; develops alternative solutions.
• Interpersonal - Maintains confidentiality; keeps emotions under control; remains open to others' ideas and tries new things.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills;
• Written Communication - Writes clearly and informatively.  Ability to write reports, business correspondence, and present information clearly and concisely. 
• Mathematics - Ability to work with mathematical concepts such as sales ratios, margins, return on investments, valuation, and depreciation.
• Business Acumen - Understands business implications of decisions; displays orientation to profitability; demonstrates knowledge of market and competition.  Demonstrates excellent analytical skills.
• Ethics - Treats people with respect; keeps commitments; inspires the trust of others; upholds organizational values.
• Dependability - Takes responsibility for own actions; commits to long hours of work when necessary to reach goals.
• Initiative - Takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.
• Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment.
• Creativity.  Able to deal with customer issues/situations that do not fit neatly into our standard business processes or procedures.  Maintains a customer focused perspective.
• Professionalism - Approaches others in a tactful manner; reacts well under pressure.
• Multi-functional.  Able to thrive in fast paced, multi-tasking environment.

Qualifications

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be fluent in written and oral use of the English language.  Fluency in both English and Spanish may be a requirement at some Facilities as determined by local demographics.
• Must possess highly advanced PC skills including training and knowledge of various software packages in an integrated ERP type system.
• Ability to read, analyze, and interpret general business records and reports.
• Ability to write reports, business correspondence, and procedure manuals. 
• Ability to effectively present information and respond to questions from managers, clients, customers, vendors, or the general public.

EDUCATION/EXPERIENCE:

Associates degree (AA); and two to four years related experience or training; or equivalent combination of education and experience.

LANGUAGE ABILITY:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATH ABILITY:

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

COMPUTER SKILLS:

To perform this job successfully, an individual should have knowledge of Microsoft Word, Excel, PowerPoint, and other report writing and project planning software. Experience working in an ERP environment is desirable.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus.  While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands

EOE