Office Associate DIAM-6450|Logistics Nashville Warehouse | 2nd Shift

Denso Corporation; Mount Juliet (TN); On-site; USD 22,000 - 30,000; Full time

Job summary

DENSO is seeking an Office Associate to support daily Shipping operations in Mount Juliet, TN. You will prepare and process paperwork, track routes, and communicate with drivers and dispatch to keep orders accurate in the system.

The role requires dependable, organized, and professional conduct, with a willingness to learn Microsoft Excel, Word, and PowerPoint. You’ll work as part of a small team on 2nd shift, on-site at our Nashville Warehouse.

Qualifications

• Typing quickly and accurately.
• Navigate a computer and the internet confidently.
• Use Microsoft Word proficiently.
• Send clear, professional emails.
• Willing and able to learn Microsoft Excel and PowerPoint.
• Learn new software and processes quickly.
• Multitask while maintaining accuracy.
• Communicate professionally with drivers, dispatchers, leadership, and associates.
• Work well as part of a small team.
• Maintain a positive and professional attitude.
• Be flexible when routes, schedules, priorities, or workload change.
• Ask questions when unsure instead of making assumptions.

Responsibilities

• Prepare paperwork needed by Order Pullers.
• Ensure paperwork is complete and accurate before distributing it.
• Organize paperwork by route as required.
• Make sure Order Pullers receive the correct paperwork for their assignments.
• Correct or report paperwork discrepancies before the order is processed.
• Review the day’s routes and verify accuracy of route changes.
• Update route changes when necessary and communicate to the team.
• Communicate important route changes to appropriate associates and leadership.
• Pay attention to truck arrival times and scheduled departures.
• The OA is responsible for actively monitoring scheduled trucks and utilizing WMS/AS400.
• Learn to properly bill out drivers using AS400 and Toyota portal.
• Print or retrieve CP Tags and packing lists as needed.
• Email professionally with subject lines and required information.

Skills

Typing

Computer navigation

Email proficiency

Multitasking

Communication

Teamwork

Flexibility

Quick learner

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

WMS

AS400

Toyota Supplier Portal

CP Tag Process

Job description

Office Associate DIAM-6450|Logistics Nashville Warehouse | 2nd Shift

Mount Juliet, TN, United States

Job Description

OFFICE ASSOCIATE (OA) – JOB INSTRUCTION

Purpose of the Position

The Office Associate supports daily Shipping operations by preparing and processing paperwork, monitoring routes and truck schedules, communicating with drivers and dispatch, and ensuring orders are accurately processed through the required systems.

The OA must be dependable, organized, professional, comfortable using computers, and able to learn new systems and processes quickly.

Basic Skills & Qualifications

An Office Associate should be able to:

• Type efficiently and accurately.
• Navigate a computer and use the internet confidently.
• Use Microsoft Word proficiently.
• Send clear, professional emails.
• Be willing and able to learn Microsoft Excel.
• Be willing and able to learn Microsoft PowerPoint.
• Learn new computer programs and processes quickly.
• Multitask while maintaining accuracy.
• Communicate professionally with drivers, dispatchers, leadership, and associates.
• Work well as part of a small team.
• Maintain a positive and professional attitude.
• Be flexible when routes, schedules, priorities, or workload change.
• Ask questions when unsure instead of making assumptions.

DAILY OA RESPONSIBILITIES

• Prepare paperwork needed by Order Pullers.
• Ensure paperwork is complete and accurate before distributing it.
• Organize paperwork by route as required.
• Make sure Order Pullers receive the correct paperwork for their assignments.
• Correct or report paperwork discrepancies before the order is processed.
• Review the day's routes.
• Verify that routes are correct and complete.
• Check for route changes throughout the shift.
• Update route changes when necessary.
• Communicate important route changes to the appropriate associates and leadership.
• Pay close attention to truck arrival times and scheduled departure times.

3. Truck & Dispatch Communication

The OA is responsible for actively monitoring scheduled trucks.

Before Scheduled Arrival

Approximately 15 minutes before a truck's scheduled arrival, contact dispatch by phone or email when required to verify the truck's status.

Communication should be professional and include:

• Route or truck information
• Scheduled arrival time
• Request for current truck status or ETA when necessary

Late Trucks

If a truck has not arrived by its scheduled time:

• Contact dispatch promptly.
• Request an updated ETA.
• Document or communicate the updated information as required.
• Inform Shipping leadership of significant delays.
• Continue following up when necessary until the truck arrives or another direction is provided.

Do not assume a truck is on the way. Communicate and verify.

4. Driver Window

• Greet drivers professionally when they arrive at the Shipping window.
• Verify the driver's route/load information.
• Collect or provide required paperwork.
• Give clear instructions when needed.
• Contact leadership when there is a problem or discrepancy.

5. WMS

The OA must learn and correctly use WMS.

Responsibilities include:

• Scan orders into WMS.
• Verify that the correct order is being processed.
• Check information before completing transactions.
• Report system or order discrepancies.
• Maintain accuracy when entering or scanning information.

The OA must learn how to properly bill out drivers using AS400.

Before completing the bill-out process:

• Verify the correct driver/load.
• Verify route information.
• Confirm required paperwork is complete.
• Enter the required information accurately.
• Complete the bill-out process according to Shipping procedures.

Accuracy is critical. If information does not match, stop and verify before completing the transaction.

7. CP Tags

The OA must learn how to create CP Tags.

Responsibilities include:

• Enter the correct information.
• Verify route/order information before creating the tag.
• Print the correct tag.
• Check the tag for accuracy before releasing it for use.

The OA must learn how to access the Toyota Supplier system/portal and retrieve required packing lists.

Responsibilities include:

• Log into the appropriate Toyota Supplier system.
• Locate the correct shipment/order.
• Retrieve the correct packing list.
• Print or save the packing list as required.
• Verify that the packing list matches the correct route/load.
• Provide the packing list to the appropriate person or driver.

9. Email Communication

OAs are expected to send professional workplace emails.

Emails should:

• Have a clear subject line.
• State the reason for the email.
• Include the route/load/truck information when applicable.
• Include the scheduled time when discussing transportation.
• Clearly state what information or action is needed.
• Be professional and easy to understand.
• Be reviewed for accuracy before sending.

Example:

Subject: Route DN52 – Truck Status

Good morning,

The DN52 truck is scheduled to arrive at 10:00 AM. Can you please provide the current status and ETA for this truck?

Thank you.

SYSTEMS & COMPUTER KNOWLEDGE

The Office Associate will be trained and expected to become proficient in:

System / Program

Expected Knowledge

Microsoft Word Required

Email Required

Internet Navigation Required

Microsoft Excel Must be willing and able to learn

Microsoft PowerPoint Must be willing and able to learn

WMS Must learn and become proficient

AS400 Must learn and become proficient

Toyota Supplier Portal Must learn and become proficient

CP Tag Process Must learn and become proficient

COMMUNICATION EXPECTATIONS

The OA communicates with several groups throughout the shift, including:

• Order Pullers
• Drivers
• Dispatch
• Shipping Associates
• Other Office Associates

Communication must remain:

When there is a problem, the OA should communicate early rather than waiting for the issue to become larger.

TEAMWORK EXPECTATIONS

Because the OA group is a small working team, each OA must:

• Work well with others.
• Communicate respectfully.
• Help teammates when workload increases.
• Share important information between shifts/OAs.
• Avoid unnecessary conflict or negativity.
• Be willing to learn from other team members.
• Accept coaching and feedback professionally.
• Be flexible when responsibilities need to change.
• Understand that successful Shipping operations require teamwork.

The goal is not only to complete individual assignments but to make sure the entire Shipping office operates successfully.

KEY OA PRIORITIES

The Office Associate should always focus on:

• Safety
• Accuracy
• Truck and route timing
• Communication
• Customer/driver service
• System accuracy
• Teamwork

If an OA is unsure about a route, order, driver, packing list, CP Tag, WMS transaction, AS400 transaction, or other Shipping process:

STOP – VERIFY – COMMUNICATE

Do not guess or process information that has not been verified.

TRAINING EXPECTATION

A newly assigned Office Associate is not expected to know every Shipping system immediately. However, the associate is expected to:

• Take notes during training.
• Practice the process.
• Retain previously taught information.
• Accept coaching.
• Show continuous improvement.
• Become increasingly independent.
• Demonstrate the ability to learn new processes quickly.

The goal of OA training is for the associate to become capable of completing normal daily Shipping office responsibilities accurately and independently.

Reasonable Accommodation Notice Disabilities Act (ADA), the California Fair Employment and Housing Act (FEHA), and any other applicable federal, state, or local law, it is the policy of DENSO to provide reasonable accommodation when requested by a qualified applicant or candidate with a disability, unless such accommodation would cause an undue hardship for DENSO. The policy regarding requests for reasonable accommodation applies to all aspects of the hiring process. If reasonable accommodation is needed, please contact [e-mail] .

Equal Employer Opportunity DENSO is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex (including pregnancy, lactation, childbirth or related medical conditions), genetic information (including testing and characteristics), sexual orientation, gender identity, national origin or ancestry, citizenship status, age, disability, veteran status, uniformed service member status,or any other status protected by federal, state or local law.