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Warehouse Administrator

3 months ago

Brampton, Ontario, Canada Flora Manufacturing & Distributing Ltd. Full time

Job Summary:


The Warehouse Administrator is responsible for providing administrative support by answering inquiries and providing information to the public, customers, visitors, vendors, repairmen, and other interested parties regarding activities at the establishment, and coordinating contact with the appropriate employee.

The Warehouse Administrator is responsible for facilitating communication between departments and personnel at multiple levels, streamlining operations and maintaining accurate records to support the efficient operation of the organization daily.


Essential Functions:

Communication:
(50%)

  • Operate multiline digital phone system to answer, screen, and transfer calls; determine appropriate employee contact.
  • Register all nonemployees with a Visitor/Security Badge in compliance with GMP regulations. Notify the appropriate employee escort, and document visitor departure.
  • Execute regulatory procedures of admission and employee contact notification for official inspections by Federal, provincial, and other industry governing bodies.
  • Act as the "nerve center" of the organization: compile daily listing of employees absent, working at another location, or attending seminars; locate personnel with paging and cell phone contact to deliver messages or provide information; notify proper manager of reported safety issue or needed repairs; place or monitor 911 calls and provide information and location directions to emergency personnel and police.
  • Assist Human Resources in sending out Birthday and Holiday Cards to personnel and vendors.
  • Perform onsite remote Human Resources support duties such as distribution and collection of documents and communications pertaining to personnel matters.
  • Office Administration
  • Inbound/Outbound truck scheduling
  • Invoice processing
  • Rate/quote acquisition
  • ROSS system entry/processing
  • Supply inventory, tracking and ordering
  • Building and utility contact and coordination of services
  • Complete shipment research requests from Burnaby, BC office
  • Coordinate with Burnaby, BC Administration/HR staff for personnel communications
  • General upkeep and organization of the common areas (entrance, lunchroom, office areas)
  • Warehouse Administration
  • Interbranch Inbound/Outbound shipment transfer recording in ROSS inventory system
  • Packing List creation for Burnaby, BC branch
  • Complete stock quantity adjustments
  • Process returns
  • Adjust sending and receiving stock quantities for Brampton, ON branch in ROSS inventory system
  • Approve and communicate receiving reports/returns to Burnaby, BC personnel
  • Reconcile CHEP (Commonwealth Handling Equipment Pool) pallet as required

Processing:
(50%)

  • Compile and maintain current lists of Flora facilities, emergency numbers, employees, phone extensions, manager cell numbers, etc.
  • Perform general office duties such as proofreading, filing, creating spreadsheets, stuffing vendor checks, preparing express mailings, and executing mass mailings.
  • Update internal documentation and create procedure manuals, as needed.
  • Inventory and order all office supplies, including but not limited to copier toners, Flora, Inc. letterhead stationery, invoice paper, envelopes, shipping labels, writing utensils, notepads, staples, tape, coffee. Create and maintain s/s of all office supplies in the facility, inclusive of ink and toner cartridges for reference. Take inventory of office supplies, compile staff requests and place office supply orders as needed.
  • Daily viewing of lunchroom and coffee area to ensure supply availability to personnel.
  • Supervise the maintenance and repair of all Administration copiers and ensure compliance with associated lease agreements.
  • Assist Human Resources in coordinating company events.
  • Invoicing
  • Code and match invoices to packing slips
  • Record orders printed on the ON Picklist Printer
  • Make copies and retain copies of invoices
  • Send original invoices for payment processing to Burnaby, BC office along with other administration document mailing
  • Support all departmental processes, as needed.
  • Procedure Documentation
  • Create procedures manual documenting all primary and backup/support functions performed

Qualifications:

  • Secondary school or equivalent
  • Experience with administrative functions, warehouse operations and order fulfilment process
  • Proficient in MS Office Suite
  • SPS Commerce and E-Commerce experience preferred
  • Dependable with a good attendance record

Work Environment:

  • Work is normally performed in a typical interior/warehouse work environment.
  • May require working occasional overtime.
  • Ability to work independently and in a team environment.

Physical Demands:

While performing the duties of this job, employee may sit or stand. Employee is regularly required to walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms;