Admin Support Afternoons

**General Description** To provide solid, reliable administrative support to distribution/logistics service provider. Main duties are to ensure finished product loads are correctly assigned to the appropriate car/truck haulers. Provide support as required for Rail Distribution processes and Company Car/Lease Program. **Essential Duties** **Product Distribution (Truck)** - Notify Livingston and Thorsons of daily central releases. - Prepare in AS400 truck loads for Lease way. - Prepare customs paperwork for rail and truck loads. - Pick up and end of shift for Distribution Coordinator. - Transmit rail information via EDI to Rail Services provider - Prepare special notices for movements of all KY, KX and KJ product. - Perform proper sign off of all AS400 terminals at end of day. - Fill printers as needed at end of day. - Perform any functions as requested by the Facility Manager - Download previous day's "Receiving File". - Monitor and keep daily inventory records for internal use and distribution throughout Honda (Daily Activity, Inventory Projection, AH Vehicle Shipment Plan. Domestic oh Hand). - Resolve any weigh billing functions - Create AS400 queries as required - Track and enter all A/P and A/R into Navision - Fill in for any absent office Associates. - Process customer special requests and keep shift Supervisor and Terminal Manager aware of such requests. - Maintain inventory data, troubleshooting and research; employ corrective action and data updates as necessary. - Process holds/releases/notifications/create reports. - Maintain GHQS inventory report. - Update boards (COBB) QIP etc. as required. - Assist with SOP's as instructed by Operations Supervisor Distribution associate. **Product Distribution (Rail)** - Monitor railcar supply/demand throughout the day. - Create rail loads as per availability and rail car supply - Monitor distribution throughout load lanes. - Move units as needed. - Communicate with Rail Provider in regard to daily functions. - Prepare notification sheets for Rail Provider - Project railcar needs for next day and same day re-spots. - Prepare Rail Provider Tracking reports and distribute daily. - Problem resolution/change for customs requirements. - Monitor age of all rail units and provide customer with aged reports as required - Contact Help Desk for any AS400 / printer related issues - Fill in for other Office Associates as required. - Problem solving for missing/wrong shipped units - Send daily requests to Rail Provider for railcar supply - Perform an inventory count of vehicles in the rail yard - Prepare daily on-hand and shipped counts - Check the yard for vehicles on hold - Forecast total units to be loaded - Monitor/perform factory returns working with Client - Miscellaneous functions as requested by the Facility Manager. - Cultivate and maintain positive relationships with Client & Rail Provider **Car Lease Process - Backup Duties** - Receive new vehicles released from manufacturer - Print Load request, check Vin's for holds and manually build load into the AS400. - Complete an inspection of new vehicles that arrive on Dock. - Keep an accurate new vehicle inventory including Vin, Name, Plate, date of Arrival, date of pickup and date of return. - Work with the customer representatives to make sure all aspects of the programs are handle correctly. - Ensure that all required paperwork is completed and distributed to the correct individuals and stored into the correct files - Supply Customer Representatives accurate details and inventory on a weekly and monthly basis. **Minimum Tools Needed** - Keys, pens, pencils, computer, AS400 connection, printer, photocopier and fax machine, telephone, handheld radio, wireless handheld scanne **Working Conditions** - Primarily a sedentary position with general office walking, lifting, etc. - Occasional local travel may be required to attend meetings. - Overnight and long-distance travel are very rare. **Minimum Requirements** - Grade 12 diploma; - Background knowledge of office procedures, equipment and computer software - Intermediate skill level for Microsoft Excel and Word - Ability to function effectively under pressure - Skilled at interfacing with other members of management and outside representatives - Must possess good communication skills (verbal and written), planning skills, organizing skills and good analyzing skills. - Valid full G driver's license with clean driving abstract. - Must possess good planning, analysis and organizing skills. - Able to pay close attention to details and identify/correct mistakes. - Ability to delegate work effectively. - Ability to keep confidential information private **Special Requirements**:Clear Driver's Abstract & Criminal Record Check