Operations Associate-Shipping / Receiving

Night Shift Clerical Support Position

Provide clerical support to the operations department personnel. Performs all duties safely, accurately and meets set goals and expectations.

Essential duties and responsibilities include but are not limited to the following :

• Maintain accurate files and filing systems to include operations documentation and other miscellaneous documents.
• Write, type, or enter accurate information into the computer to prepare reports and copy information from one record to another.
• Prepare requisitions for office, computer, and routine supply purchases.
• Effectively research, track, and resolve (or properly refer) documentation problems and discrepancies to supervisor or as appropriate.
• Establish and maintain effective communication and coordination with company personnel and with management.
• Ensure that all Hazmat paperwork is accurate and prepared for drivers.
• Ensure proper Hazmat placards are included with the outbound paperwork and the Hazmat stamp has been stamped / affixed to the paperwork.
• Convey via radio communication the Hazmat loads to yard jockeys and coordinate with the yard jockeys to ensure that the proper Hazmat placards are placed on the trailer(s).
• Radio battery changer / maintenance for battery change appointments for warehouse personnel, as needed.
• Download the time temperature recorders (TTR) for inbound loads from suppliers and other vendors containing Hazard Analysis Critical Control Point (HACCP) items and / or any refrigerated (cooler or frozen) load with a TTR, print the temperature report, attach a copy to the receiving paperwork and bill of lading (BOL), and save a copy to the 'O' drive on the computer network. Keep HACCP documents and refrigerated load documents (receiving worksheet, bill of lading, and TTR report) separate for verification.
• Communicate all temp abuse loads to the supervisor. Coordinate the move of the suspected load to a dock door for inspection and provide the temp abuse form to the unloader / receiver. After a load has been confirmed 'temp abuse,' stamp load documents for the confirmed temp abuse load, with the 'Temp Abuse' stamp.
• Download any TTRs (if included) on temp abuse loads. Forward the temp abuse form, photos of the load, and applicable TTR report to the RDC Claims Coordinator for product disposition.
• Coordinate getting the pallet trailers moved to a dock door for unloading upon request by selecting a particular trailer and radioing a yard jockey to bring the trailer to the dock door. After the pallet trailer has been unloaded or reloaded, radio the yard jockey to have the trailer moved from the dock door to a yard location.
• Communicate any trailer issues which need to be addressed to yard jockeys by relaying messages via hand-held radio.
• Send emails to '177-Shipment Move-DL' for any Unbilled requests, BOL requests, and PO removal, as needed.
• Print the 'Scheduled Appointments Report' as a guide for daily scheduled inbound appointments.
• Task 'drop' inbound appointments via SWMS to the yard jockeys to be transported to an available dock door. Call the guard shack for 'Live' appointments waiting to unload.
• Compile vendor compliance issues from warehouse receipts and send them to the Supplier Compliance Specialist for tracking purposes.
• Ensure damages are noted on OS&Ds and have appropriate photographs of damaged product. Post photos of damaged product to 'Supplier Compliance' folder.
• Print out receiver paperwork once inbound loads are complete for the receivers to sign and date.
• Prepare shift start-up paperwork to include re-palletization worksheets and outbound trailer loading reports (load sheets). Ensure all purchase orders are 'open' in SWMS for receivers to begin receipt. Assign trucks to the appropriate dock doors through SWMS. Print 'drop' inbound shipment BOLs from email received from the guard shack when the trailer / load was dropped and attach the BOLs to receiving paperwork for the load(s).
• Schedule dock doors for the following workday.
• Assign and release outbound loads to dock doors via SWMS Route Manager.
• Use Microsoft Teams channel to review the 'Schedule Live Outbound' report as a guide for daily scheduled outbound live appointments.
• Check all outbound loads to ensure the trailer weight and dock doors are correct, and the trailer numbers match to paperwork and SWMS.
• Scan outbound load documents of each completed load to the assigned dedicated carrier for the load(s) and to the guard shack.
• Enter all UUC (un-adopted unitized cross dock / freight forwarding) data into the UUC database and scan the paperwork into the UUC / freight forwarding database drive.
• Ensure all paperwork for outbound UUC freight is completed accurately and attached to appropriate outbound load.
• Ensure that work area is clean, secure, and well maintained.
• Report any unfixable / unsafe issue to supervisor.
• Observe and enforce all safety rules to reduce accidents and injuries.
• Ensure computer and office equipment are used in a safe and professional manner.
• Understand and comply with all applicable company policies (i.e., attendance, Code of Business Conduct and Ethics, Associate Handbook, etc.).
• Support food safety policies, standard operating procedures, and prerequisite food safety control programs that meet legal and quality requirements and industry best practices as defined in our Food Safety Commitment documentation.
• Comply with all applicable state and federal laws, regulations, and policies (i.e., OSHA, HACCP, etc.)
• Accept additional responsibilities or special projects as requested. Other duties may be assigned.

Supervisory responsibilities : None

Qualifications :

Education and experience : High school diploma or General Education Diploma (GED) preferred, or one-year related experience and / or training, or equivalent combination of education and experience. Basic math skills are required. Must be proficient with Microsoft Excel, Word, and Outlook.

Language skills : Ability to read and comprehend basic instructions, short correspondence, and memos. Ability to read and write simple correspondence. Ability to speak effectively in one-on-one and small group situations. Ability to communicate effectively with co-workers, visitors, and outside contractors.

Mathematical skills : Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

Reasoning ability : Must possess excellent organizational and problem-solving skills. Must be able to effectively interact with different personalities and levels of people. Must be able to work in a proactive manner, address issues, and solve problems by using previous education and experience in identifying appropriate actions. Problems will vary in complexity and there will not always be a clearly defined solution. Some solutions may require modifying past applications or creating a solution unique to the current situation, but within the regulations that would apply.

Physical requirements of the position : While performing the duties of this job, the associate is regularly required to talk or hear. The associate frequently is required to sit. The associate is occasionally required to stand, walk, use hands to finger, handle, or feel, and reach with hands and arms. The associate must occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment : Most job responsibilities are performed in an office environment. While performing the duties of this job, the associate is occasionally exposed to fast moving material handling equipment or other mechanical equipment. The noise level in the work environment usually is moderate.

Work hours : This is a full-time position. The incumbent must have the ability to work a varying schedule which might include shift work (days or nights), weekdays or weekends, and some holidays. Work hours may vary, or change based on departmental requirements.

Travel : The position does not require travel.