Transportation Operations Assistant

Job Overview:

This position involves providing clerical support to the Transportation Department. Key responsibilities include handling payroll, attendance, union and non-union policies, PTO processing, data organization, scheduling, and invoice management. Additional tasks include auditing invoices, adding vendors, preparing end-of-period accruals, and generating reconciliation reports. Strong organizational, communication, and problem-solving skills are required, and the role reports to the Operations Manager.

Some of what you will do:

• Review and set new customer accounts on designated master routes

• Apply new and existing accounts into Roadnet , Peoplenet, Cooltracks database

• Maintain WBS/Roadnet/Peoplenet for customer and route accuracy – this is a daily routine to keep both systems current

• Update and maintain all map books

• Review routes with drivers/make corrections in all system when changes are applied

• Transportation assistance for all driver a.m. call ins on route delivery issues and customer call backs.(Customer Service is not available until 9am )

• Works closely with Business Analysis Supervisor to keep required 5 day customer set up current

• Creates working relationships with new and existing customers, Outside Sale Reps, providing solutions to their delivery times, access to locations, delivery days ,acquiring and securing “keys” under UNFI Policy for deliveries outside normal hours.

• Is knowledgeable in all fields of WBS Customer Sites, Maintaining Customer sites information for Safety reviews for each site prior to delivery

• Manages returns and requesting feedback from warehouse on relocation of those returns for reship

• Recapping customer activity and updating active/inactive accounts to keep the master routes current and to remove “DED” accounts.

• New account set up (this is different everywhere and needs to be discussed. Could/should be routing function)

• Accompanies the delivery driver to the loading dock and physically inspects the inside of each returned trailer to collect returns and ensure trailer is empty.

• Receives delivery driver’s receipts and accompanying paperwork for the day’s customer deliveries and investigates and corrects discrepancies.

• Stage and organize physical product with paperwork

• Responsible for deciding whether product should be returned to stock, donated, disposed of or reconditioned

• Reconcile returned goods against product expected to be returned

• Process, put-away and accurately enter returns into the warehouse system

• Organize driver paperwork to send up to Claims

• Recondition in-house damages and put them away

• Performs all other assigned duties by warehouse management.

• Review and process driver payroll, status changes, etc.

• Process new drivers with phone set up, hotel cards, fuel cards, etc.

• Process all driver paperwork (manifests, DVIR’s, fuel receipts, hotel bills, COD checks, etc.)

• Make travel arrangements for drivers (layovers), staff and manager.

• Reconcile Fuel expense/reporting for metrics.

• Coordinate driver interviews, process applicant paperwork.

• HOS Violations and attendance corrective action paperwork/record maintenance.

• Reconcile GERS/Amex billing for transportation dept.

• Contact customers for reviews, late deliveries, etc.

• Other duties as assigned

Job Requirements:

• Understanding of Safety guidelines

• Strong knowledge of applicable Computer System functions and RF systems.

• DOT compliance knowledge preferred

• Warehouse/Operations/Transportation experience preferred but not required.

• Understands procedures in other areas of the warehouse for a more global understanding of all processes.

• Working knowledge of Windows, Excel, Word, and Outlook

• Excellent communication/decision-making skills

• Ability to interact with all departments and all levels of management

• Equipment knowledge is a plus

• Good judgment is required for this position as there may be times when direct supervision may not be immediately available