About this role
Purpose: Support the Shipping department by keeping paperwork, route information, truck communication, driver processing, and system transactions accurate and up to date.
Required Skills & Qualifications
- Proficient and accurate typing skills.
- Working knowledge of Microsoft Word.
- Comfortable navigating the internet and online portals.
- Flexible and willing to learn Microsoft Excel and PowerPoint.
- Able to learn new computer systems and processes quickly.
- Able to write and send clear, professional emails.
- Strong attention to detail and accuracy.
- Professional communication skills with drivers, dispatch, associates, and leadership.
- Able to work well with a small group and be a team player.
- Flexible when routes, schedules, or priorities change.
Daily Responsibilities
- Prepare and organize paperwork for order pullers.
- Check routes and verify route information for the shift.
- Update route changes as needed and communicate changes to the appropriate associates.
- Assist and communicate with drivers at the Shipping window.
- Scan orders into WMS and verify information for accuracy.
- Create CP tags correctly using the required shipment information.
- Use AS400 to bill out drivers and complete required shipment transactions.
- Access Toyota Supplier and retrieve the correct packing list for the shipment/load.
- Monitor scheduled truck arrival times throughout the shift.
Truck & Dispatch Communication
- Approximately 15 minutes before a truck is scheduled to arrive, call dispatch or send an email as required to confirm the truck status or ETA.
- If a truck is not on time, contact dispatch promptly for an updated ETA.
- Communicate significant delays or problems to Shipping leadership.
- Continue follow-up as needed until the truck arrives or new direction is provided.
- Keep communication professional, clear, and specific to the route/load.
System Responsibilities
- WMS: Scan and process orders accurately and report any discrepancies.
- AS400: Bill out drivers and verify shipment information before completing transactions.
- Toyota Supplier: Locate and retrieve the correct packing list for the required shipment.
- CP Tags: Create, print, and verify tags for accuracy before use.
- Microsoft Office: Use Word as needed and be willing to learn Excel and PowerPoint.
Email Expectations
- Use a clear subject line.
- State the reason for the email directly.
- Include route, truck, load, and scheduled time when applicable.
- Clearly state what information or action is needed.
- Review the email for accuracy and professionalism before sending.
Teamwork & Work Standards
- Work respectfully and professionally with the OA team and Shipping associates.
- Help teammates when workload increases or priorities change.
- Share important route, truck, and shipment information with the appropriate people.
- Accept coaching and feedback professionally.
- Ask questions when unsure instead of guessing.
- Prioritize accuracy, communication, timeliness, and teamwork.
Training Expectation
A new OA is expected to take notes, ask questions, practice each process, retain previously taught information, accept coaching, and show steady improvement toward completing normal Shipping office responsibilities accurately and independently.