Position Summary

The Administrative Assistant to the Warehouse Manager provides comprehensive administrative, clerical, and coordination support to ensure the efficient day-to-day operations of a local distribution warehouse. This role acts as a key liaison between management, warehouse staff, vendors, and corporate offices, supporting logistics, documentation, reporting, and compliance activities.

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Key Responsibilities

Administrative Support

·       Provide direct administrative support to the Warehouse Manager, including calendar management, scheduling meetings, and preparing correspondence

·       Draft, format, and maintain reports, spreadsheets, presentations, and internal communications

·       Manage filing systems (digital and physical) for operational, HR, and compliance documents

Warehouse & Operations Coordination

·       Assist with tracking inbound and outbound shipments, delivery schedules, and carrier documentation

·       Maintain inventory-related records, purchase orders, invoices, and shipping paperwork

·       Support coordination between warehouse staff, transportation providers, and vendors

Data Entry & Reporting

·       Accurately enter operational data into warehouse management systems (WMS) or ERP platforms

·       Generate routine operational reports (e.g., inventory levels, shipment status, labor hours)

·       Identify discrepancies in data and escalate issues to management

Communication & Liaison Duties

·       Serve as a point of contact for internal departments and external partners

·       Answer and direct phone calls, emails, and visitor inquiries in a professional manner

·       Communicate operational updates to relevant stakeholders as directed

Compliance & Safety Support

·       Assist with maintaining compliance documentation related to OSHA, DOT, or company safety policies

·       Support onboarding documentation and training record tracking for warehouse staff

·       Help prepare for audits and inspections

General Office Management

·       Order and maintain office supplies

·       Support special projects and continuous improvement initiatives

·       Perform other administrative duties as assigned

Required Qualifications

·       High school diploma or equivalent (Associate’s degree preferred)

·       Previous administrative or office support experience (warehouse, logistics, or distribution environment preferred)

·       Proficiency in Microsoft Office (Word, Excel, Outlook); experience with WMS/ERP systems a plus

·       Strong organizational and time-management skills

·       Excellent written and verbal communication skills

·       High level of accuracy and attention to detail

Preferred Skills & Competencies

·       Familiarity with warehouse operations, shipping, and inventory processes

·       Ability to prioritize tasks in a fast-paced environment

·       Problem-solving mindset with the ability to work independently

·       Professional discretion when handling confidential information

·       Team-oriented attitude with strong interpersonal skills

Working Conditions

·       Office-based role within a warehouse environment

·       May require occasional time on the warehouse floor

·       Standard business hours with potential flexibility based on operational needs

Reporting Relationship

Reports directly to: Warehouse Manager

Apply on our website here or email directly to support@heglobalsourcing.com