VE - Administrative Assistant

Nippon Express USA; Dallas (TX); Hybrid; USD 25,000 - 28,000; Full time

Benefits offered by this job

Medical, Dental, Vision insurance

401k with company match

Flexible Spending Accounts

HSA, Life and AD&D insurance

Short & Long Term Disability

Commuter Benefits

Generous vacation and sick time

Job summary

Nippon Express USA is seeking a proactive administrative and warehouse support professional to help manage daily operations on-site and in the warehouse. You will track attendance, review timecards, and prepare reports while coordinating temporary staffing with agencies and onboarding new hires.

The role combines desk work with on-site tasks, requiring strong Excel skills, bilingual English/Spanish ability, and attention to detail.

Qualifications

• Proficient in MS Word, Excel and Outlook.
• Bilingual English/Spanish.
• High school diploma or equivalent or relevant experience.
• Experience in administrative support, timekeeping or payroll tasks.
• Familiarity with ADP, timecard review and attendance tracking.
• Experience coordinating temporary employees or staffing agencies.
• Proficient in Excel, data entry and KPI reporting.
• Strong organizational and time-management skills.

Responsibilities

• Support daily warehouse and administrative operations, reporting to Site Supervisor.
• Track attendance for staff, investigate discrepancies, maintain records.
• Review and correct timecards; submit to staffing agencies on schedule.
• Prepare daily, weekly, and monthly reports (attendance, headcount, labor hours, KPI).
• Coordinate temporary staffing needs with staffing agencies and replacements.
• Assist onboarding and orientation, explain site rules and safety procedures.
• Manage employee records, IDs, photos, lockers, equipment, supplies.
• Respond to inquiries per procedures; escalate issues to a manager.
• Maintain confidential records and coordinate with supervisors, employees and departments.
• Provide admin support for workforce planning and process improvements.

Skills

Microsoft Word

Excel

Outlook

Bilingual English/Spanish

Timekeeping

Payroll support

Attention to detail

Education

High school diploma or equivalent

Tools

ADP

Job description

Overview

Nippon Express Company, Ltd. (“NX”) was founded in 1872 in Japan and is headquartered in Tokyo. NX employs approximately 72,000 employees at 733 locations, in 47 countries and 314 cities around the world.

Nippon Express U.S.A., Inc. (“NEU”) was incorporated in New York in 1962 as a fully owned subsidiary of NX. NEU provides logistics solutions and comprehensive transportation services through its international freight forwarding and logistics network, including specialized handling of: air, land, sea and express packages; all types and sizes of cargo; personal effects and household goods; fragile and perishable freight; and livestock. NEU also provides related services, such as warehousing, distribution and customs brokerage and clearance. NEU operates at 55 locations in 27 states within the U.S., with approximately 1300 employees. NEU has enjoyed tremendous growth and success as one of the top five international freight forwarders in the world. We connect people with products throughout the world.

Responsibilities

• Support daily warehouse and administrative operations under the direction of the Site Supervisor.
• Track attendance for regular and temporary employees, investigate discrepancies, and maintain accurate attendance records.
• Review and correct temporary employees’ ADP timecards; compile, approve, and submit timecards to staffing agencies on schedule.
• Prepare and submit accurate daily, weekly, and monthly reports, including attendance, headcount, labor hours, inventory, operations, and KPI data.
• Coordinate temporary staffing needs with staffing agencies, including requests for additional personnel, attendance issues, and replacements.
• Support onboarding and orientation for new employees, including explaining site rules and safety procedures and maintaining required documentation.
• Manage employee records and site resources, including ID cards, photos, locker assignments, equipment assignment records, and supplies.
• Respond to administrative inquiries in line with established procedures; promptly elevate employee matters, external inspections, and urgent issues to the appropriate manager.
• Maintain organized, confidential records and coordinate with supervisors, employees, staffing agencies, and internal departments.
• Provide administrative support for workforce planning, operational requests, and process-improvement projects.
• Salary range $18 - $20

Qualifications

• Great computer skills (Microsoft Word, Excel & Outlook)
• Good verbal and written communication skills
• High school diploma or equivalency certificate or significant or relevant or appropriate working experience.
• Bilingual proficiency in English and Spanish.
• Experience in administrative support, timekeeping, or payroll-related tasks.
• Familiarity with ADP, timecard review, and attendance tracking.
• Experience coordinating temporary employees or working with staffing agencies.
• Proficiency in Excel, data entry, and preparing reports or maintaining KPI data.
• Strong organizational and time-management skills, with careful attention to detail.
• Effective communication, problem-solving, and follow-up skills.
• Professional judgment and commitment to confidentiality.
• Ability to follow established reporting, approval, and escalation procedures.

Organization Relationships:

This position will interacts with warehouse employees, leadership staff, and office /warehouse personnel. Must be able to work with customers, vendors, and outside organizations.

Work Environment:

(With or without accommodations) This is an on-site, hybrid administrative and warehouse support role. The position combines sedentary office work, including computer use, data entry, and report preparation, with time spent on the warehouse floor supporting operations such as picking, packing, and shipping. The employee may need to move between the office and warehouse areas and follow all applicable safety procedures. The work environment may involve extended periods of sitting as well as standing and walking.

Nippon Express offers a generous Employee Benefits Package including:

• Medical, Dental, and Vision beginning the 1st of the month after 30 days.
• 401k with a company match
• Flexible Spending Accounts, HSA, Life and Accidental Death & Dismemberment Insurance, Short & Long Term Disability, Auto and Home policies, Commuter Benefits, and much more.
• Generous Vacation and Sick time.

Nippon Express USA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.