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

Mount Juliet, TN, United States

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.

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 Power Point .
• 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.

• 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.

The OA is responsible for actively monitoring scheduled trucks.

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

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.

• 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.

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.

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.

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…