Job Description

POSITION SUMMARY:

Provides administrative and clerical support to the traffic operations functions. Responsible for all aspects of routing, shipping, logging, and tracking of inbound and outbound orders. Contacts transporters for freight pick-up and ensures that cargo is routed appropriately. Communicates changes to routing and timelines. Prepares and processes bills of lading (BOL) and other shipping documentation. Incumbent must have fundamental understanding of freight forwarding including ocean and truck shipments. Must have knowledge and understanding of ISF filings and procedures and possess basic knowledge of customs documentation and procedures. In addition, the incumbent is responsible for ensuring all pricing and costing is applied correctly at the time of receipt of purchase orders in to our ERP system. He/She will also support the documentation clerk with their daily duties. This position requires a very detail and accurate oriented person to handle the following responsibilities:

ESSENTIAL FUNCTIONS:

Cross check purchase order against the vendors invoice for accuracy in pricing, description, pack size, vintages for wines and alcohol proof for liquor

Gather all landing cost components applicable to each shipment prior to receipt

Insure that the costing has been applied correctly across the entire order(s)

Prepare in proper order the receiving package, as per established criteria

Present to accounting receiving packages within a day of receipt in the ERP system

Work closely with Purchasing, Customer Service, Warehouse and Accounting Departments

Trouble shoot any issue that may come up in a professional manner

Ability to multi task and handle multiple priorities at once at times

Must work well in a team environment

General office duties as assigned by Department Manager

In addition:

Closing of customs entries by the established procedure

Print history reports from GTK system.

Gather 7512 documents from Customer Service

Prepare entry package for upload and transmission to CBP

Filing away of documents by numerical order

Archiving documents into “Docuware” filing system

Incumbent will keep files and documents organized. Will work with both paper documents and electronic files, and do routine tasks like data entry, organization, cross-referencing, scanning, copying and retrieval.

Will be detail oriented and very accurate.

MINIMUM REQUIREMENTS:

Have a High school diploma/equivalent, minimum of 2 - 5 years in related experience or a combination of experience and/or education in related field. Accounting experience is a plus. Bilingual English & Spanish required.

KNOWLEDGE, SKILLS & ABILITIES:

Attention to Detail — Job requires being careful about detail and thorough in completing work task

Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.

Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

Integrity — Job requires being honest and ethical

Independence — Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.

Administrative — Knowledge of administrative and office procedures and systems such as word processing, managing files and records, and transcription, designing forms, and workplace terminology.

English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Mathematics — Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications

Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).

Oral Expression — The ability to communicate information and ideas in speaking so others will understand.

Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing that there is a problem.

Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.

Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic form.

Inspect shipments to ensure correct order fulfillment.

Speaking — Talking to others to convey information effectively.

Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Monitoring — Monitoring/Assessing performance of yourself to make improvements.

Ability to work in conditions which include multiple and sometimes conflicting priorities. Ability to perform work accurately and thoroughly.

Ability to communicate effectively with others using the spoken word.

Ability to take care of the customers' needs while following company procedures.

Ability to pay attention to the minute details of a project or task.

Ability to work at a sustained pace and produce quality work.

Ability to demonstrate conducts conforming to a set of values and accepted standards. Ability to exhibit a cheerful demeanor toward others.

Ability to focus on a goal and obtain a pre-determined result.

Ability to decide correct course of action when some choice can be made.

Ability to act calmly under stress and strain, and of not being hasty or impetuous.

Ability to complete assigned tasks under stressful situations.

Must be willing and able to work flexible shifts and changing work schedules

Ability to manage time well.

Must be able to perform light physical activities such as lifting 25 pounds boxes or groups of documents, reaching, pulling.

Understanding of basic importation procedures and customs documentation.

Computer Skills:

Must be computer literate

Proficient in MS Excel, MS Word, and MS Outlook

Willing to learn JDE System

10 Key is a plus

PHYSICAL DEMANDS:

Physical Abilities Lift /Carry

Stand C (Constantly) 10 lbs or less C (Constantly)

Walk C (Constantly) 11-20 lbs C (Constantly)

Sit C (Constantly) 21-50 lbs O (Occasionally)

Handling / Fingering C (Constantly) 51-100 lbs O (Occasionally)

Reach Outward C (Constantly) Over 100 lbs O (Occasionally)

Reach Above Shoulder C (Constantly)

Climb O (Occasionally)

Crawl O (Occasionally)

Squat or Kneel C (Constantly)

Bend C (Constantly)

N (Not Applicable) Activity is not applicable to this occupation.

O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs./day)

Other Physical Requirements

Vision (Near, Distance, Peripheral, Depth Perception)

Sense of Sound (Sounds)

WORK ENVIRONMENT

Warehouse Climate - Exposure to heat and cold and to dust. This job requires working exposed to sounds and noise

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