Depot Support Specialist

Job Summary: The Depot Support Specialist assists Depot Management in the smooth operation of the depot by organizing and executing all required functions to run the depot office. Acts as a member of the Depot team.

 Job Duties and Responsibilities:

• Responsibilities include interviewing and training employees; planning, assigning, addressing complaints, and resolving problems. 
• Coordinates overall administrative activities for the Office Department, including office layout, housekeeping of facility, office operations and procedures.
• Key holder, responsible for opening or closing the facility.
• Serve as the point person for maintenance, office equipment, mail, shopping, supplies, bills, and errands.
• Responsible for collection of weekly/monthly invoices and keeping good records, making sure all items are paid on time. Reconcile with any vendors showing past due balances. Liaison with corporate office for management of vendors and invoices.
• Ensure effective telephone and email communications both internally and externally to maintain professional image.
• Partner with HR to maintain depot policies as necessary, review timecards for payroll completion, assist with new hire onboarding process and acts as local liaison with staffing agencies.
• Responsible for the cultural and depot activities. 
• Responsible to review all companywide communications and relay to local depot team.
• Prepare and report hours for direct hourly employees and staffing agencies. Ensuring that hours are accurate, quarterly, and annual hours are tracked, accurate records are maintained and coordinates audits of timekeeping.
• Reconcile Daily Depot Schedule to ensure all appointments are made and depot is staffed as needed to carry workload.
• Assist in compiling and reporting periodic business metrics and information to management.
• Prepare and record Safety requirements, maintains all safety record keeping, training and Incident Forms. 
• Maintains all repair logs.
• Fill in for Depot Manager or Dock Supervisor when needed.
• Ensures safety measures are always adhered to.
• Performs other related duties as assigned by management.

 Job Qualifications: 

• High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience.
• Working knowledge of Microsoft Office software including Outlook, Excel, and Word

Job Competencies: 

• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

 PHYSICAL DEMANDS AND WORK ENVIRONMENT: Work is performed indoors in a warehouse setting with regular exposure to cold, heat, noise, and moving machines and is normally in front of a computer 70% of the time. Must be able to lift to 10 lbs, push and pull up to 12 lbs, lift, stand and carry consistently, have proper hearing, vision, and speech capabilities. Can wear Personal Protective Equipment (PPE) (Hearing protection, safety glasses, goggles, or shields).

 The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.