Operations Assistant

Operations Assistant will provide administrative support for Hagerstown Distribution Center in general. This position is responsible for DC financing by ensuring all invoices are paid timely and accurately. Additional support is required for events, tours, training, department meetings as well as supporting Member Services and Human Resources as needed. This role will be expected to interact effectively with all levels throughout the organization, distributors, customers, vendors, and internal staff across all departments. The individual must be adaptable to changes in the external environment and the organization.

This position may occasionally travel domestically to support warehouse operations at company levels.

HOW YOU WOULD CONTRIBUTE: (Responsibilities and tasks associated with the job) 

• Perform responsibilities in a buyer role such as obtain/gather quotes from vendors, create purchase requisitions, process receipts in Oracle, create IPROC requests, adding new vendors in Oracle and obtain PO’s. Daily receive and process for approval all vendor invoices.
• Budget Reports – work with director on monthly reports. Track expenses and help identify any discrepancies; perform reclassifications to be sent to US Accounting when needed.
• Place all department supply orders for warehouse which includes office, warehouse, janitorial, First Aid, Safety and breakroom. Stock and maintain breakroom and First Aid cabinets.
• Assist HR with administrative responsibilities such as orientation, employee benefits, training and file maintenance along with assisting with the employee Great Place to Work monthly activities coordination as well as work closely with the Safety Committee and team recording minutes and action plans.
• Fig Bytes Contributor and HADC Audit Team Member
• Schedule and track PM’s (maintenance) on all warehouse equipment including fire extinguisher, generator, server room, reach trucks, scrubbers. Track monthly cardboard and pallet bales and create invoices.
• Maintain and process payments for permits and licenses for the building… business license, Processed Food Registration, AQMD and Public Health license ensuring no lapse in renewals.
• Collaborate with supervisors while being the first point of contact for administrative and building needs. Facility translator for Spanish-speaking employees 
• Coordinate and maintain record retention files. Responsible for facility travel arrangements. Prepare expense reports for facility as needed compiling receipts, enter expenses in report obtaining signatures and submission of expenditures to accounts payable.
• Provide Member Services support when needed and responsible for filling in for absences on a case-by case basis.
• Additional duties as assigned 

WHAT’S SPECIAL ABOUT THE TEAM: (Give insight to the team dynamic and environment)

The environment consists of a variety of team members from a tri-state area bringing cultural diversity into the workplace. Being a new facility with all newly hired employees, the opportunity exists to learn the Herbalife culture and grow together which affords the advantage and flexibility to change as the environment changes.  This also helps solidify the working relationships among employees.

• Bi-lingual – English/Spanish
• 3 years’ experience with office personnel and Management support
• 1 year experience and knowledge of warehouse operations
• Strong organizational and communication skills a must
• Must be able to prioritize work
• Occasional flexible hours required
• Proficient in Microsoft Word, Excel and Outlook
• Ability to solve practical problems and carry out responsibilities under general supervision
• Ability to organize workload for effective implementation
• Strong customer and results orientation
• Ability to interact effectively at all levels with sensitivity to cultural diversity
• Ability to function as an effective team member
• Ability to adapt as the external environment and organization evolves

Education

• High school education or equivalent