Administrative Support- Richmond

Auto Warehousing (AWC) has been family-owned and operated for more than 50 years and is North America's leader in finished vehicle logistics. Our mission is to service customer vehicles safely, efficiently, with quality and pride. Our Associates are the reason for our success, and developing their talent remains critical to our future.

We are currently hiring 1 Administrative Support to add to our Richmond Location. For immediate consideration- Please apply on our website today!

Summary of Position:

• To assist department/account/terminal managers with daily production paperwork and data transmission needs. They act as liaison for the facility management and the associates as well as corporate/I.S. offices and regional managers. Accommodates any and all office related duties to insure a smooth running facility.
• ​Maintains and supports all office functions; such as ensuring facility paper flow, complete and accurate documentation and electronic data transmission. Interfaces with and assists facility managers, regional managers, leads, associates, I.S. and Finance Departments, transportation (rail & truck) representatives and customers with day to day operations and special projects. Ensures the integrity of Vehicle Inventory Processing System information through the monitoring and balancing of vehicle receipts, inventory, services, and shipments.

Essential Functions, Duties, and Tasks:

1. Rail Report for Port Rep and AWC management
2. Pull reports for shipped, received, damaged and old units on the ground, and
   Orders per customer request.
3. Pulls reports from customer system, checked against VIPS.
4. Maintain Body Shop inventory, i.e. damages, repairs, old age, inspection, and release.
5. Update Body Shop database daily.
6. Vessel notification (i.e. Customs, trucking, BN).
7. Receive ship within customer's system and VIPS.
8. Verifies that damage cars do not leave the facility.
9. Able to react to change productively and handle other essential tasks as assigned.
10. Prepares daily and monthly billing and complete all month end reports for facility.
11. Import and export production totals to respective customer headquarters.
12. Ensure proper updates to VIPS.
13. Answer phones for facility.
14. Performs administrative duties for facility and regional managers.
15. Provides operation support to customers as requested by Facility Mangers.
16. Prepares rail bills and overland trucking bills.
17. Able to react to change productively and handle other essential tasks as assigned.
18. Special projects as assigned by the Terminal Manager and customer.
19. Billing for services provided for customers and others.
20. Ability to perform payroll and accounts payable duties as assigned.
21. Other duties as assigned which may include cross training with the payroll coordinator

Knowledge, Skills, and Abilities Required:

• Assist Facility Managers with daily and weekly production reports.
• Answer phones for facility.
• Performs administrative duties for facility and regional managers.
• Provides operation support to customers as requested by Facility Managers.
• Rail Report for Port Rep and AWC management.
• Pull reports for shipped, received, damaged and old units on the ground, goes to customer every day.
• Pulls reports from customer system check against VIPS.
• Maintain Body Shop inventory, i.e. damages, repairs, old age, inspection, and release.
• Update Body Shop database daily.
• Vessel notification (i.e. Customs, trucking, BN).
• Receive ship within customer's and VIPS system.
• Verifies that damage cars do not leave the facility.
• Able to react to change productively and handle other essential tasks as assigned.
• Import customer files to VIPS .
• Process operation reports, financial and other reports as needed
• Build loads, print work orders, release/ship loads, rail and truck.
• Export files to customers.
• Apply changes to vehicles in VIPS, holds, unassigned per customer request.
• Prepare daily and weekly loading schedules to the customer.
• Order daily and weekly railcars.
• Produce daily, weekly, and monthly reports for customer.
• Tracking dwell time reports for customer.
• Special projects as assigned by the Terminal Manager and customer.
• Prepares paperwork for daily operations to the Rail Lead associate.
• Ability to read and understand SDS.
• Maintains inventory.
• Downloads handhelds.
• Changes data tapes in the computer room.

Education, Experience, and Minimum Requirements:

• Thorough knowledge and demonstrated skills with MS Office; including intermediate to