Admin Support

autowc; Portland (OR); On-site; USD 38,000 - 55,000; Full time

Job summary

Auto Warehousing Company in Portland seeks an Administrative Support Assistant to help managers with daily paperwork, data entry, and communication across departments. The role requires attention to detail, strong MS Office skills, and the ability to handle multiple administrative tasks in a fast-paced environment.

You will work with facility managers, regional teams, and customers, maintaining accurate reports and supporting production and logistics operations.

Qualifications

• High school diploma or equivalent required.
• 1–3 years’ experience in admin work, customer service, and basic accounting or equivalent education.
• Strong MS Office skills including Excel and good English communication.

Responsibilities

• Import customer files to VIPS and keep VIPS updated.
• Set up codes for accessories, models and colors.
• Prepare weekly rail forecasts and manage schedules.
• Distribute daily, weekly and monthly production reports.
• Process ship manifests and coordinate with drivers and customers.
• Answer phones and assist facility managers with reports.
• General office duties to keep the facility running smoothly.

Education

High school diploma or equivalent

Tools

VIPS/AS400

Job description

Auto Warehousing (AWC) has been family-owned and operated for more than 50 years and is North America's leader in finished vehicle logistics. Our mission is to service customer vehicles safely, efficiently, with quality and pride. Our Associates are the reason for our success, and developing their talent remains critical to our future.

We are currently hiring 1 Administrative Support Assistant to add to our Portland Location.

Summary of Position:

• To assist department/account/terminal managers with daily production paperwork and data transmission needs. They act as liaison for the facility management and the associates as well as corporate/I.S. offices and regional managers. Accommodates any and all office related duties to insure a smooth running facility.
• Assist with Senior Administrative Support duties. Ensures the integrity of Vehicle Inventory Processing System information through the monitoring and balancing of vehicle receipts, inventory, services, and shipments. Maintains and supports all office functions; such as ensuring facility paper flow, complete and accurate documentation and electronic data transmission. Interfaces with and assists facility managers, regional managers, leads, associates, I.S. and Finance Departments, transportation (rail & truck) representatives and customers with day to day operations and special projects.

Essential Functions, Duties, and Tasks:

• Import customer files to VIPS and ensure proper updates to VIPS.
• Apply changes to vehicles in VIPS, holds, unassigned per customer request.
• Set up codes for accessories, models, colors, etc.
• Prepares weekly rail forecast, key in, ship and check rail loads and schedules.
• Distribute and process customer and production reports on a daily and monthly basis.
• Produce daily, weekly, and monthly reports for customer.
• Allocate units, build loads, print work orders, release/ship loads, rail and truck.
• Process ship manifests by adding to schedule, calendar and book as needed.
• Key in PDIs on daily basis.
• Key in and/or correct warranty claims.
• Tracking dwell time reports for customer.
• Maintains office supply inventory.
• Downloads handhelds.
• Answer phones for facility.
• Assist Facility Managers with weekly production reports.
• Special projects as assigned by the Terminal Manager and customer.
• Performs administrative duties for facility and regional managers.
• Able to react to change productively and handle other essential tasks as assigned.
• Assist Manager and Customers as needed Associate must be able to work as part of a team and be able to train other staff as needed.
• Ability to react to change and handle other essential tasks as assigned .
• Conduct that maintains a positive work atmosphere by acting and communicating in a manner so you get along with customers, vendors, co-workers, and management.
• Good and regular attendance.
• Ability to work in a variety of situations.
• Other duties as assigned.

Knowledge, Skills, and Abilities Required:

• Knowledge and general ability to apply accounting practices, principals, and procedures, including an ability to perform routine business mathematics.
• Ability to meet and deal effectively with customers, associates, and general public.
• Ability to function effectively under pressure.

Education, Experience, and Minimum Requirements:

• Thorough knowledge and demonstrated skills with MS Office; including intermediate to advanced EXCEL and intermediate access skills. Internal and customer computer applications a plus; such as AS400/VIPS.
• Thorough knowledge of office practices, procedures, and equipment.
• Skilled in the proper use of English, including proper spelling and punctuation.
• Must possess good written and verbal communication skills.
• High school diploma or equivalency.
• 1-3 years' experience in administrative work, customer service, and basic accounting practices or vocational/college education equivalency .
• Organized and detail-oriented.
• Valid driver's license; good driving record.

Preferred Requirements:

• Must possess good written and verbal communication skills.
• High school diploma or equivalency.
• Thorough knowledge and demonstrated skills with MS Office; including intermediate to advanced EXCEL and intermediate access skills. Internal and customer computer applications a plus.

Auto Warehousing Company, including its subsidiaries, is an Equal Employment Opportunity (EEO) employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, marital status or disability (in compliance with the Americans with Disabilities Act) with respect to employment opportunities.