Provides branch-level operational and administrative support, including processing returns, warehouse receiving paperwork, shipping and order processing, stock checks, freight claims, invoice reconciliation, fuel card receipts, customer returns, and daily invoicing. The role also resolves material discrepancies, reconciles tickets, maintains records, supports the switchboard, and coordinates non-stock returns with sales and vendors. Requires accuracy, organization, communication, problem-solving, and deadline management in a fast-paced environment.
Job title
Operations Assistant
Classification
Non-Exempt
Reports to
Operations Administrator
Schedule
Monday – Friday, 8:00 AM – 5:00 PM / 40 hours a week
Summary/Objective
The Operations Assistant reports directly to the Operations Administrator, which provides operational and administrative support at the branch level.
Essential Functions
- Administratively supports the operations team
- Maintain return authorization and credit memo forms pending return of material
- File and research freight claims when appropriate
- Process warehouse-receiving paperwork
- Assist in Warehouse order processing, shipping, receiving, and performs stock checks
- Assist Accounts Payable with invoice reconciliation and discrepancies
- Reconcile fuel card receipts and process freight invoices
- Provide resolution for incoming over, short, damaged, and unidentified material
- Reconcile open tickets
- Daily invoicing
- Provide backup for Switchboard Operator
- Process inbound customer returns in the system after matching the contents with the details on the sales return order.
- Communicate with the appropriate sales personal with regards to inbound material returns on any material that is returned and deemed a non-stocking item to facilitate the RGA back to the vendor
- Run open return reports to proactively seek out returns that may need to be cancelled or processed
- Other duties as assigned
Competencies
- Ability to handle large volume of returns daily
- Good communication skills, organizational skills for keeping records of return invoices
- Self-motivated and a Team player
- Proactive in terms of taking the initiative to perform tasks as required
- Strong analytical, problem-solving, and follow-through skills
- Reliable, Time Management, detail-oriented, and accurate in providing information to associates
- Ability to work in a fast-paced environment and to meet cutoff periods and deadlines
Supervisory Responsibility
The Operations Assistant position has no direct supervisory responsibilities.
Working conditions
Work Environment
This job typically operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
Work is generally sedentary in nature but may require standing and walking for up to 30% of the time.
Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. - 5:00 p.m. The employee must work 40 hours each week to maintain full-time status.
Travel
This position requires no travel.
QualificationsEducation and Experience
1 – 2 years Electrical Industry experience is preferred
Customer Returns experience preferred
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