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Administrative Assistant – Distribution Centre Operations
3 months ago
Position Purpose:
The Distribution Centre (DC) Administrative Assistant performs all required administrative and general office duties to support the entire Distribution Centre (Stock & Flow Campus: SFC) leadership team. Reporting to the Director of Distribution and the SFC, this person will provide day-to-day support to minimize the amount of time and effort spent by the leaders in performing administrative related tasks. This person will design and deliver efficient, well organized administrative processes to support the operations. This role will be key in helping the General Manager build a high performance culture that consistently meets/ exceeds our customer’s needs.
Position Responsibilities:
Provides administrative and clerical support for the Distribution Team including distribution and transportation. Manages the procurement activities for the DC to ensure all required supplies are in stock at the right quantities and ensures that all associates have the right tools and materials they require. Ensures effective processes are established for leaders to identify needed supplies to run the business and meet associate needs Administers the end-to-end purchase order process (PO creation, extracting PO, receiving it into the system, emailing PO to vendor, entering into excel, photocopy, file, auditing invoices for accuracy) Leads DC expense process to including managing P-Card, monitoring invoice payment and ensuring all ordered materials are properly received, distributed and stored. Arranges travel and completes expenses for the senior DC Operations Leaders. Trains and supports others on the proper travel planning and expense preparation processes. Coordinates meetings such as monthly employee meetings, town hall, and other special meetings. May coordinate outlook calendars and book all regular operator meetings. Schedules and reserve meeting rooms Develops and maintains effective working relations with leadership team, associates, SSC team, external vendors/ parties and visitors. Partners with the SSC financial team and other groups as appropriate Represents Director of Distribution, GM and team in a professional manner; maintains confidentiality and discretion Completes special projects as assigned by the General Manager Oversees office package areas and ensures such are kept well stocked and organized May lead salary vacation tracking process for the DC Acts with Integrity: demonstrates responsible, ethical and honest behavior, models The Home Depot values. Gets Things Done: motivates self and others to achieve daily targets; acts with a sense of urgency to ensure assigned tasks are completed safely, on-time, and accurately. Building Relationships: establishes rapport, trust, credibility with people; develops collaborative working relationships with people inside and outside of their team. Fosters a professional approach and demeanor when interacting with others. Individual Development: actively looks for developmental opportunities; embraces growth opportunities and leverages available resources to learn and develop new skills. Stress Tolerance: embraces change in a positive and open manner while maintaining composure. Maintains a positive attitude when dealing with ambiguity; keeps calm and composed when faced with difficult situations. Safety Orientation: follows safety policies and procedures, holds self to a high safety standard.Knowledge/Experience Required:
Must fulfill minimum time-in-position (1 year) and performance management code requirements (M+) University degree or a college diploma in Office Systems/ Administration preferred Minimum of three (3) years of experience in an administrative/office support role. Intermediate to advanced software skills in Word, Excel, PowerPoint, Outlook Strong oral and written communication skills coupled with excellent interpersonal skills and a high level of professionalism Able to multi-task and to work well under pressure in a busy, fast paced environment. Strong planning, organizational and prioritization skills; Proven track record of maintaining strict confidentiality Ability to work well with others in a group and foster a team climate where members are committed to a common set of performance goals and targets. Able to work a flexible schedule and to work additional hours in providing the required support to the DC operations team.