Administrative Assistant

3 days ago

San Juan Central Post Office P, Philippines The Whole One Yard Inc. Full time ₱25,000 - ₱60,000 per year

Job Summary:

The Administrative Assistant provides essential clerical and administrative support to the warehouse and logistics operations team, focusing on data accuracy, document management, and coordination of daily logistics and warehouse activities. This role is crucial for maintaining efficient workflow, smooth and accurate operations, particularly concerning inventory, shipping, and receiving.

Key Responsibilities:

Data Entry & Inventory Management Support:

  • Perform accurate and timely data entry for all warehouse activities, including receiving, shipping, transfers, and inventory adjustments, often using Warehouse Management Systems (WMS) or ERP software (e.g., Odoo, SAP, Oracle).
  • Assist in maintaining accurate stock records, reconciling inventory discrepancies as needed (e.g., cycle counts, physical inventory).
  • Process and reconcile incoming receiving documents and outgoing shipping documentation (e.g., packing slips, bills of lading, proof of delivery).
  • Process and track customer orders, ensuring all necessary documentation is prepared.
  • Generate inventory, order status, and performance reports as required by management.

Document Control & Filing:

  • Manage, organize, and maintain physical and electronic files for all warehouse- related paperwork, including receiving, shipping, reimbursements and inventory records.
  • Prepare and process necessary documentation for inbound and outbound shipments.
  • Process and file purchase orders, ensuring alignment with received goods.

Communication and Coordination:

  • Serve as the primary administrative point of contact for internal departments (e.g., Sales, Customer Service, Procurement) regarding order status, inventory levels, and logistics issues.
  • Communicate with carriers, vendors, and logistics partners to coordinate timely deliveries and pick-ups if necessary.
  • Answer and direct phone calls and manage professional correspondence (emails, memos).

Administrative Support:

  • Assist the Warehouse Manager or Supervisor with various administrative tasks, including preparing reports, presentations, and correspondence.
  • Manage and order office supplies and other essential warehouse materials.
  • Ensure compliance with safety and security protocols by assisting with safety documentation and record-keeping.
  • Help maintain a clean, organized, and safe administrative area within the warehouse office.

Operational Support

  • Support the Warehouse Manager or Supervisor with daily scheduling and operational tasks.
  • Ensure compliance with safety protocols by maintaining safety records and documentation.
  • Assist with internal audits and preparation of materials for external audits.
  • Checking of release and receiving items in the warehouse premises.
  • Resolve administrative discrepancies related to shipments, inventory counts, or order processing.
  • Performing other administrative or support tasks as assigned by the Warehouse Manager or Supervisor.

Qualifications and Skills:

  • Bachelor's or associate Degree or relevant certification is a plus.
  • Previous administrative, clerical, or warehouse support experience is often preferred.
  • Basic knowledge of warehouse operations, logistics, or supply chain principles is a plus
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Experience with data entry and working with a Warehouse Management System (WMS) or ERP software is highly desirable.
  • Computer literate.

Job Type: Full-time

Benefits:

  • Employee discount
  • Health insurance
  • Opportunities for promotion
  • Promotion to permanent employee

Work Location: In person

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