Administrative Support Richmond

Auto Warehousing Company; Richmond (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Auto Warehousing Company in Richmond, CA, seeks an Administrative Coordinator to support daily production paperwork, data transmission, and liaison duties across facility management, associates, and corporate offices.

Responsibilities include maintaining office functions, pulling and balancing reports in VIPS, handling billing, and providing payroll/accounts payable assistance as needed. Strong MS Office skills and attention to detail are essential.

Qualifications

• Strong MS Office skills including Excel and Access.
• High school diploma required; Associates preferred.
• 2 years of administrative, customer service, and basic accounting experience.
• Excellent written and verbal communication.
• Valid driver’s license and clean driving record.

Responsibilities

• Prepare daily/monthly production and billing reports.
• Pull reports for shipped, received, damaged, and old units; fulfill customer requests.
• Maintain VIPS data accuracy and vessel notifications.
• Answer facility phones and provide administrative support to managers.
• Interface with facility managers, regional managers, leads, associates, IS and Finance departments; assist with day-to-day operations.
• Assist with payroll and accounts payable tasks as assigned.

Skills

MS Office

Excel

Access

Customer Service

Accounting

Education

High school diploma

Associates degree

Tools

VIPs system

Billing software

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.

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.
• 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. Ensures the integrity of Vehicle Inventory Processing System information through the monitoring and balancing of vehicle receipts, inventory, services, and shipments.

Essential Functions, Duties, and Tasks

1. Rail Report for Port Rep and AWC management
2. Pull reports for shipped, received, damaged and old units on the ground, and
   Orders per customer request.
3. Pulls reports from customer system, checked against VIPS.
4. Vessel notification (i.e. Customs, trucking, BN).
5. Able to react to change productively and handle other essential tasks as assigned.
6. Prepares daily and monthly billing and complete all month end reports for facility.
7. Import and export production totals to respective customer headquarters.
8. Ensure proper updates to VIPS.
9. Answer phones for facility.
10. Performs administrative duties for facility and regional managers.
11. Provides operation support to customers as requested by Facility Mangers.
12. Special projects as assigned by the Terminal Manager and customer.
13. Billing for services provided for customers and others.
14. Ability to perform payroll and accounts payable duties as assigned.
15. Other duties as assigned which may include cross training with the payroll coordinator

Knowledge, Skills, and Abilities Required

• Assist Facility Managers with daily and weekly production reports.
• Vessel notification (i.e. Customs, trucking, BN).
• Receive ship within customer's and VIPS system.
• Able to react to change productively and handle other essential tasks as assigned.
• Import customer files to VIPS .
• Process operation reports, financial and other reports as needed
• Build loads, print work orders, release/ship loads, rail and truck.
• Export files to customers.
• Apply changes to vehicles in VIPS, holds, unassigned per customer request.
• Produce daily, weekly, and monthly reports for customer.
• Tracking dwell time reports for customer.Ability to read and understand SDS.

Education, Experience, and Minimum Requirements

• Thorough knowledge of office practices, procedures, and equipment.
• Thorough knowledge and demonstrated skills with MS Office; including intermediate to advanced excel and intermediate access skills. Internal and customer computer applications a plus.
• Skilled in the proper use of English, including proper spelling and punctuation.
• 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.
• Must possess good written and verbal communication skills.
• High school diploma or equivalency, Associates degree a plus.
• 2 years experience in administrative work, customer service, and basic accounting practices
• Organized and detail-oriented.
• Valid driver's license; good driving record.
• Must consent to consumer credit check, the results of which must be acceptable to the employer.

Preferred Requirements

• Add and remove unit holds.
• Assure proper printing of \"Monroney\" labels for all imported and repaired units.
• Update customer Vessel Schedule and distribute.
• Alert transportation companies of holds, releases, cancels.
• Assure Custom totals for incoming vessels accurately match manifest received.
• Update VIPS with new customer data (i.e.: dealers, route changes, VIN status)
• 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.

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.