Administrative Assistant

This position will be responsible for entering incoming orders, managing an accurate production schedule, working closely with the job coordinator to maintain machine productivity, printing production orders for warehouse associates, responding to emails, producing shipping documents, invoicing completed orders, producing freight quotes, and tracking/issuing credits for returns.

Essential Duties and Responsibilities

• Respond to incoming emails, including orders, freight quote requests, order date changes, and purchase orders in a timely manner.
• Prepare and Print Shipping documents for outbound shipments. (BOL, Pallet Label, and Shipment Details)
• Complete filing, scanning, copying, and other projects that are necessary to keep the day-to-day workflow organized.
• Investigate and resolve miscellaneous issues.
• Accurately Input Orders into D365 System.
• Manage and Maintain Master Production Schedule by adding new orders, updating status of current orders, and updating notes and dates as needed.
• Print Production paperwork and Picking Lists.
• Invoice orders daily and email shipping documents.
• Send out weekly reports with current ship dates.
• Maintain documentation of all returns and enter credits into system.
• Keep inventory of office and warehouse supplies. Place orders as needed.
• Maintain stock of literature for outbound shipments.

Required Qualifications

• Proficiency in Microsoft Office applications and order entry systems (Excel, Word, Outlook)
• Office/Computer Experience (Filing, scanning, printing)
• Strong Communication and Customer Service Skills to build and maintain positive relationships.
• Excellent Attention to Detail and Accuracy in Data Entry
• Strong Organizational and Time management Skills to manage multiple priorities and tasks simultaneously.

Preferred Qualifications

• Ability to work independently as well as part of a team.
• Comfortable working in a fast-paced environment.
• Understanding of the Manufacturing Industry
• Problem Solving Skills

 

The Bay Family of Companies are Equal Opportunity Employers that maintain a Drug-Free Workplace.