Operations Assistant
Description: (View Short Job Description)
The Operations Assistant is responsible for ordering office supplies, Maintenance supplies, Shipping supplies, and Mail Center supplies. S/he acts as the company liaison with outside vendors in this capacity as well as interacting internally with inquiries from other HK staff. S/he must maintain a professional and courteous relationship with our vendors and HK staff and interact within the HK guidelines and business procedures applied to this position.
The Operations Assistant assists the Mail Center, Cafeteria, Fulfillment, and Assembly areas. S/he will work as part of a team or independently. S/he operates in a flexible environment and may change assignments numerous times throughout a workday.
The Operations Assistant will also provide direct support to the Inventory Control department. These responsibilities include (but are not limited to) data entry, pulling keycodes, filing, excel database initiation and maintenance, creating forms, reconciliation of data, and annual inventory count participation.
FUNCTION 1:
Monitor, research, and order standard supplies for the entire company.
(a) Evaluate stock levels of supplies located in supply storage room, warehouse, printer rooms, and retrieval areas and place orders as needed.
(b) Research and/or inquire to appropriate vendor regarding the intended purchased product.
(c) Calculate manufacturing costs accurately, including all costs from other sources shown on the database spreadsheet.
(d) Call and/or email or fax order using HK Purchasing guidelines, monitor receipts and invoices.
(e) Follow-up on orders as needed to ensure timelines are met.
(f) Maintain purchase order file, packing slips and monitor all invoices for accuracy of item, price and quantity. All invoices will be reviewed and properly coded for the Financial department.
(g) Ensure credit card policy is followed for all purchases.
(h) Process requests from Maintenance, Shipping, and Mail Center departments quickly and accurately following the same steps as above.
(i) Process new employee name tag orders and other items as needed, ensure the office is set up two days prior to start date.
(j) Coordinate the biannual clothing purchase for the company.
(k) Coordinate the annual calendar ordering for the company.
FUNCTION 2:
Interact with vendors and internal staff in a courteous, professional, and helpful manner.
(a) Ensure that all transactions are conducted in a courteous manner as per HK Purchasing guidelines.
(b) Negotiate and secure needed quotes while ensuring we'll receive a quality product, at the right price, and in a timely fashion.
(c) Source and select appropriate vendors based on HK specific project needs.
(d) Provide accurate information to item requestors about quantity, pricing, and delivery of products.
(e) Ensure that all communication with vendors and internal staff are timely, accurate, and professional.
(f) Ensure all deliveries of ordered products are timely, accurate, and professional.
FUNCTION 3:
Maintain supply levels and appearance of storage areas
(a) Re-stock areas as needed using HK stocking guidelines criteria.
(b) Maintain appearance of Purchasing aisle and other storage locations (items boxed, items stacked neatly, etc).
(c) Maintain appropriate lists/spreadsheets of the items in all locations.
(d) Ensure office is kept neat and orderly.
FUNCTION 4:
Assist Mail Center, Cafeteria, Assembly, and Fulfillment with tasks and assignments as assigned.
(a) Assist in the Mail Center as needed.
(b) Cross train with Assembly on picking, kit details, double-counting, and other Assembly tasks.
(c) Maintain a high level of accuracy on all counts.
(d) Be available to assist with Assembly as scheduled and needed.
(e) Be available to assist in Cafeteria as scheduled and needed for short staffing situations, to include out-of-office coverage such as Cafeteria staff vacations and sick days.
(f) Be available to assist with Fulfillment department as busy seasons occur.
FUNCTION 5:
Provide support functions for the Inventory Control department.
(a) Accurately and efficiently file all ISBN, Box label and Assembly information.
(b) Enter data into pre-established Assembly databases.
(c) Pull all Video/DVD/CD covers and inserts requested via supplied purchase order.
(d) Double count all items taken from the warehouse.
(e) Maintain finished assembly job records and files.
(f) Serve as back-up for pulling barcode and labels for Assembly personnel.
(g) Other miscellaneous tasks may vary and are assigned daily or weekly as needed.
FUNCTION 6:
Handle special requests/projects as assigned by the Inventory Control Director and the VP for Operations.
(a) Gather information for special projects as assigned, follow through and provide updates until completion of project.
(b) Create excel databases for special projects and maintain.
(c) Create and update new forms for department use as needed.
(d) Process Keycode requests from the Inventory Control Director or the Assembly Specialist using existing database.
(e) Provide guidance to other staff as required by the individual project assigned.
(f) Maintain a filing system for assigned projects.
FUNCTION 7:
Participate in and provide required support functions for the annual physical count.
(a) Verify assembly product locations per bin location report.
(b) Reconcile all kit component remainders on the returned item bookshelf.
(c) Prepare assembly work surfaces for inventory counting.
(d) Work overtime hours as needed to prepare and reconcile count sheets, count assembly components and warehouse inventory.
(e) Perform physical counts at a 97% or better accuracy level.
EDUCATION & QUALIFICATIONS:
Associate degree or 3 years relevant Purchasing experience.
3 years Quote/Buying experience.
Excellent analytical and organizational abilities.
Superior interpersonal skills.
Excellent written and verbal communication skills.
Proficiency with word processing, database, and spreadsheet programs.
Ability to lift 70 lbs. regularly.
