Operations Assistant

Overview

Job title: Operations Assistant
Classification: Non-Exempt
Reports to: Operations Administrator
Schedule: Monday – Friday, 8:00 AM – 5:00 PM / 40 hours a week

Summary/Objective:
The Operations Assistant reports directly to the Operations Administrator, which provides operational and administrative support at the branch level.

• Administratively supports the operations team.
• Maintain return authorization and credit memo forms pending return of material.
• File and research freight claims when appropriate.
• Process warehouse-receiving paperwork.
• Assist in Warehouse order processing, shipping, receiving, and performs stock checks.
• Assist Accounts Payable with invoice reconciliation and discrepancies.
• Reconcile fuel card receipts and process freight invoices.
• Provide resolution for incoming over, short, damaged, and unidentified material.
• Reconcile open tickets.
• Daily invoicing.
• Provide backup for Switchboard Operator.
• Process inbound customer returns in the system after matching the contents with the details on the sales return order.
• Communicate with the appropriate sales personnel with regards to inbound material returns on any material that is returned and deemed a non-stocking item to facilitate the RGA back to the vendor.
• Run open return reports to proactively seek out returns that may need to be cancelled or processed.
• Other duties as assigned.

• Ability to handle large volume of returns daily.
• Good communication skills, organizational skills for keeping records of return invoices.
• Self-motivated and a Team player.
• Proactive in terms of taking the initiative to perform tasks as required.
• Strong analytical, problem-solving, and follow-through skills.
• Reliable, Time Management, detail-oriented, and accurate in providing information to associates.
• Ability to work in a fast-paced environment and to meet cutoff periods and deadlines.

Supervisory Responsibility: The Operations Assistant position has no direct supervisory responsibilities.

Working Environment: This job typically operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands: Work is generally sedentary in nature but may require standing and walking for up to 30% of the time.

Position Type and Expected Hours of Work: This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m.

- 5:00 p.m. The employee must work 40 hours each week to maintain full-time status.

Travel: This position requires no travel.

Education and Experience:

• 1 – 2 years Electrical Industry experience is preferred.
• Customer Returns experience preferred.