Shipping Office Assistant

Position Overview

The Shipping Office Assistant supports Quaker's shipping and delivery operations by making sure load and trip information is accurate, current and easy to find. The position prepares daily trip reports and weekly shipping and logistics reports. They keep trip and load storage data up to date, resolve shortages, damages, and proof of delivery issues in the systems and answers delivery questions for internal and external sales staff. The Shipping Office Assistant also monitors secondary contracted carriers to make sure delivery, and invoice information comes back.

Duties and Responsibilities

• Prepare trip report information on daily loads and ensure load information is accurately reported
• Assist Customer Service Representatives with finding load delivery information and answer delivery questions
• Ensure each Shipping Department keeps up with trip information in Quaker's green screen (Mac-Pac) computer system
• Ensure the load storage database is accurate and up to date and serve as a liaison with Quaker's Customer Service Representatives and Project Managers
• Report and monitor delivery exceptions and ensure information is relayed to the proper Shipping Dock and Customer Service Representative
• Monitor secondary contracted delivery companies to ensure essential delivery and invoice information is returned
• Follow CDS Vision Scanning system irregularities and errors from drivers, resolve shortages, damages, or Proof of Delivery issues that arise from our remote document scanning processes
• Maintain accurate information on assigned scanners and return malfunctioned scanners to CDS
• Prepare weekly reports on shipping and logistic data from prior week
• Review, analyze and process driver feedback forms used in monthly metrics
• Assist Logistics Manager with implementing and monitoring process improvements
• Prompt and regular attendance at an assigned work location.
• Interact and communicate with employees and customers in an appropriate manner.
• Availability on site to confer with staff members with whom the employee must interact on a regular basis.
• Communicate via email, prepare reports and work schedules.
• Plan, prioritize and monitor the upkeep of Shipping related data
• Complete assigned tasks/projects in a timely manner.

Supervisory Responsibility

No direct management or supervisory responsibilities.

Safety

Observe safety and security policies and procedures, including proper use of Personal Protective Equipment including but not limited to eye and foot protection; follow aisle safety, and report potentially unsafe conditions during any trips to the production floor.

Travel

No travel is required.

Qualifications

An individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Working Knowledge of Microsoft Office software: Excel, Word, Outlook
• Familiarity with CDS Scanning software for securely and remotely capturing documents preferred
• Familiarity with Quaker's backend green screen order system also preferred

Preferred Education and Experience

An individual is expected to have the minimum level of education and/or related expertise listed here:

• High School Diploma or a Passed General Education Development Test
• 1-3 Years Related Experience in a Shipping / Warehouse environment preferred

Competencies and Skills

• Accuracy
• Organization
• Collaboration
• Dependability
• Communication Proficiency & Listening

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday during normal business hours. Occasional evening and weekend work may be required as job duties demand.

Physical Demands

The demands and environmental characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is primarily an office job and largely a sedentary role with frequent sitting. The position requires the ability to climb stairs, lift files, open filing cabinets, bend or stand as necessary. The employee may also occasionally be required to lift and/or move up to 25 pounds.

Work Environment

Although the employee will primarily be in an office setting, while performing the duties of this job, the employee may need to visit the factory and be exposed to climactic variations, various levels of vibration, and moving mechanical parts. The noise level in the office is usually low, but hearing protection may be advisable or required for prolonged visits to certain parts of the factory.

Other Duties and Responsibilities

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be required of the employee for this job. Duties, responsibilities and activities may change at the discretion of management at any time.

Equal Employment Opportunity Statement

Quaker is an equal opportunity employer. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Quaker will be based on merit, qualifications, abilities, and Quaker's needs and resources. Quaker does not discriminate in any employment opportunities or practices on the basis of race, color, religion, sex (including pregnancy, sexual orientation, and gender identity or expression), national origin, ancestry, age, disability, genetic information, military status, or any other category protected by law.