Office Generalist - Military Inbound

JOB SUMMARY:

Serve as an office generalist of administration functions and focus on Military Inbound. Assist the department with internal data entry, road folders, DPS data entry. Respond to inquiries from internal and external customers on a timely basis. Serve as overflow support/back up to departments.

Reports To: VP of Business Development

REQUIREMENTS:

• High school diploma or GED; college classes in accounting and/or business preferred
• Minimum two (2) years of office experience, prior experience in the moving industry preferred
• Computer literate and adaptable to new programs and processes
• Able to acquire US Government security clearance for DPS
• Keep comprehensive notes and track information with excellent attention to detail and accuracy
• Excellent customer service and telephone skills and ability to handle difficult and/or emotional customers
• Able to adjust work pace and priorities according to the day's workload
• Able to problem-solve and be a solutions-focused person
• Ability to conduct him/herself in a professional, businesslike manner
• Team player, transparency, and collaboration are highly valued in the company culture

Job will include but is not limited to the following:

• • Input customer information into CompuMove and prepare a permanent folder for military inbound shipments
  • Prepare military inbound road folders
  • Input data in DPS, including status updates, SIT and/or delivery dates, and any additional notes
  • Maintain customer files, including GBL, inventory, unstuffing notices, manifests, and location sheets - virtual and physical.
  • Work closely with dispatcher and warehouse crew with delivery add-ons or cancellations.
  • Coordinate deliveries with members and dispatch, put the jobs on schedule, and check addresses for difficulty or special items needed for delivery.
  • Track and ensure reweighs are completed and submitted in a timely manner
  • Strip and review completed documents for completion - scan completed documents and email to military and respective TSP's
  • Bill and audit inbound shipments - email in a timely manner accordingly to TOS
  • Schedule repairs for damages to property after deliveries
  • Contact local agents of unstuffing notices and prepare invoices
  • Request and follow up on authorization for additional charges such as dry runs, additional labor needed, long tracks, 3rd party services, disposal fees, etc in DPS
  • Phone and e-mail correspondence with TSP's and other parties as needed
  • Follow up and manage expiration of SIT shipments and convert to commercial storage as needed
  • Receive and track inbound containers
  • Correspond with TSP's and customers on the status of containers and the status of members' shipments.
  • Prepare proper documentation for inbound containers. Provide notice to haulers and warehouse. Provide container control manifest and location sheets.
  • Notify customers on the arrival of shipments and offer available delivery dates.
  • Work with dispatchers to coordinate delivery dates according to TOS timelines.
  • Become proficient with military Tender of Service

GENERAL OFFICE DUTIES

• Assist in answering the company's phone system-answer inquiries, route phone calls to the appropriate personnel, take down messages, and ensure that messages are relayed.
• Make dispatch calls to confirm jobs scheduled for the next day.
• Review open transactions at the end of the month and return to accounting.
• Update forms and create new ones as directed by a management team member.
• Respond to customer inquiries or complaints promptly.
• Serve as a primary or secondary backup when an administrative staff member is absent.
• Assist in the management of files
• Prepare miscellaneous reports or subject research as requested

This list is not all-inclusive but is meant as a guideline for the job's assorted duties.

Note: This Job Description is subject to change as technology and internal processes change.

PHYSICAL DEMANDS

Physical demands include sitting, working on the computer, talking/listening on the telephone, and reading. Some lifting may be required, including the ability to lift up to 30 pounds. Good vision is required for working with a computer, computer monitor, and details in paperwork.

COMPENSATION & BENEFITS

• Job Type: Full-time
• Salary: Hourly/Non-Exempt; $18.00 per hour
• Holiday Federal Holidays Observed
• Medical & Dental
• Paid Time Off (per company guidelines)
• ESOP after the vesting period

Our company is substance-free. Any successful applicant will be required to submit to a drug test before hiring and random testing thereafter.

The above information on this description is intended to describe the general nature and level of work performed by an individual in this job. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of an individual chosen for this job. The Organization has the right to add, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.