Admin Support

Auto Warehousing Company; United States; On-site; USD 36,000 - 48,000; Full time

Job summary

Auto Warehousing Company, a leader in finished vehicle logistics, is hiring an Administrative Support Assistant for its Portland location. The role supports department managers, processes vehicle data in VIPS, prepares reports, and coordinates office functions to ensure smooth daily operations.

The candidate will handle data entry, reporting, and special projects while maintaining professional communication with customers, vendors, and internal teams.

Qualifications

• High school diploma or equivalent is required.
• 1-3 years of administrative work, customer service, and basic accounting experience preferred.
• Proficiency with MS Office, especially Excel; experience with Access is a plus.

Responsibilities

• Import customer files to VIPS and update records accordingly.
• Prepare weekly rail forecast and input/shipping of loads.
• Generate daily, weekly, and monthly customer reports.
• Maintain office supplies and answer phones.
• Assist Facility Managers with weekly production reports and special projects.

Skills

MS Office

Excel (Advanced)

Access (Intermediate)

Communication skills

Education

High school diploma or equivalent

1-3 years administrative work experience

Tools

AS400/VIPS

Job description

Job Description

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. For immediate consideration- Please apply on our website today!

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.