Warehouse Administrative Coordinator

About the Organization:

It is an exciting time at the Capital Area Food Bank (CAFB) as we continue to undertake our mission. We know that creating long term solutions to food security requires more than meals. It requires education, training, and collaboration. We are seeking people with strong ideas and a passion to come together to address the complex interrelated issues of food security, poverty, and equity. We are expanding in multiple ways: providing food for today and addressing the root causes of hunger by partnering with organizations that provide critical services like job training programs, health care and education. Food has the power to transform lives and move everyone forward. Find out how on our website at capitalareafoodbank.org. Let us discuss how food is at the center of everyone's healthy life!

Description:

The Capital Area Food Bank is looking for an experienced and motivated Warehouse Administrative Coordinator to join our team. The Warehouse Administrative Coordinator plays a crucial role in supporting the daily administrative needs of the warehouse operations team. This position is responsible for ensuring that all paperwork, data entry, and communication regarding inventory, shipping, receiving, and compliance are accurately managed and maintained. The Warehouse Coordinator works closely with the warehouse director and managers to facilitate smooth and efficient warehouse processes, contributing to overall operational excellence.

Essential Functions:

• Administrative Support: Provide administrative support to the warehouse director and managers, including scheduling meetings, maintaining records and reports, and tracking daily operational activities, timely submission of payroll and billing.
• Inventory Management: Maintain accurate records of inventory data, including receiving, shipping, and order fulfillment activities.
• Documentation and Reporting: Prepare and process various documentation, dashboards, reports, receipts, purchase orders, and compliance reports. Generate regular inventory and operations reports as needed.
• Communication: Act as a liaison between warehouse staff, management, and external partners. Coordinate with suppliers, vendors, and customers regarding shipments, deliveries, and any discrepancies in orders.
• Compliance and Safety: Ensure that all warehouse operations adhere to safety regulations, food safety standards (if applicable), and company policies. Assist in tracking and maintaining compliance documentation for audits and inspections.
• Scheduling and Coordination: Assist in scheduling and tracking the activities of the warehouse team, including shift schedules, training sessions, and meetings. Ensure warehouse tasks are coordinated efficiently.
• System and Data Entry: Utilize warehouse management software (WMS), spreadsheets, and other data systems to update records, track shipments, manage inventory levels, and monitor performance metrics.
• File Maintenance: Organize and maintain files related to warehouse operations, such as invoices, delivery receipts, equipment maintenance records, and safety certifications.
• Issue Resolution: Identify and address any administrative or operational issues that arise, ensuring prompt resolution to maintain smooth warehouse operations.
• Vendor Coordination: Assist with vendor management, ensuring timely deliveries, accuracy in order fulfillment, and effective communication for smooth operations.

Requirements:

• Education: High school diploma or equivalent required; associate’s degree in business administration, Supply Chain Management, or related field preferred.
• Experience: Minimum of 2 years of experience in a warehouse, logistics, or operations environment with a focus on administrative or clerical duties.
• Technical Skills: Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and experience with Warehouse Management Systems (WMS) or similar inventory software.
• Organizational Skills: Strong attention to detail, with the ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Communication: Excellent verbal and written communication skills, with the ability to work collaboratively across different teams.
• Problem-Solving: Strong problem-solving skills, with the ability to troubleshoot and resolve issues as they arise.
• Customer Service: A customer-focused mindset, with the ability to respond to internal and external requests efficiently and professionally.

Physical Demands/Working Conditions

• Ability to sit for long periods while performing administrative duties, but also occasionally move throughout the warehouse to support operational activities.
• Primarily an office environment within the warehouse, with occasional time spent on the warehouse floor.

Reporting:

• Role reports to Managing Director

Application Process:

• Interested applicants must submit a cover letter and resume. Applications will be reviewed on a rolling basis.

Please Note: We do not accept walk-in applications or in-person status updates for any positions. All applicants must apply online. To check the status of your application, please log in to your personal Paycom application account. We kindly ask that applicants do not call to inquire about application status. Our HR team will contact you directly if you are selected for the next step in the hiring process.

Compensation:

• $55,106 - $59,187
• This position is classified as non-exempt and is eligible for overtime pay in accordance with applicable federal, state, and local laws.

Schedule:

• Regular work hours are generally Monday through Friday from 8:00am to 5:00pm with a 60-minute unpaid lunch break; with weekends or extended hours for special events

NOTE: Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. 

We Offer: At Capital Area Food Bank, we understand that great people make a great organization. We value our people and offer employees a broad range of benefits including competitive compensation and benefits, free onsite parking, complimentary shuttle to metro, professional development, growth, and volunteer opportunities, fun work in a diverse environment.

EEO Statement:
Capital Area Food Bank welcomes and supports a diverse and inclusive work environment. We are committed to equal employment opportunities (EEO) for all applicants seeking employment and for all our employees. CAFB makes employment decisions based on organizational needs, job requirements and individual qualifications without regard to race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, personal appearance, military status, gender identity or expression, genetic information, political affiliation, educational status, unemployment status, place of residence or business, source of income, reproductive health decision making or any other characteristic protected by law. Additionally, harassment or discrimination based on these characteristics will not be tolerated at CAFB. To perform the essential functions of this position, reasonable accommodations are available to qualified individuals with disabilities.