Assistant, Administrative

PURPOSE:

The Warehouse Administrative Assistant provides administrative and operational support to ensure smooth warehouse functions. This role requires knowledge of warehousing, shipping and receiving processes, and SAP to maintain accurate records, support inventory management, and facilitate communication between warehouse, procurement, and maintenance teams.

KEY OBJECTIVES AND RESPONSIBILITIES:

- Enter and process requisitions for warehouse materials, spare parts, and services in SAP

- Maintain accurate data entry for inventory, receipts, issues, and adjustments

- Prepare and update reports on warehouse activities, KPIs, and material usage

- Manage contractor/vendor paperwork, time sheets, and invoices, ensuring SAP/VIM accuracy

- Process incoming shipments: verify packing slips, match purchase orders, and update SAP records

- Assist with proper documentation for outgoing shipments (returns, repairs, transfers)

- Ensure compliance with HSSE standards for shipping, receiving, and storage of materials

- Assist in daily cycle counts and reconciliation of SAP records

- Help track high-value and critical spare parts, reporting shortages or discrepancies

- Support staging of materials for scheduled maintenance jobs

- Maintain organized filing systems (physical and electronic) for warehouse documentation

- Create, monitor, and close purchase requisitions and orders in SAP

- Generate reports (inventory status, order history, slow-moving stock) through SAP

- Resolve system discrepancies by researching and coordinating with Procurement and Maintenance

- Act as the administrative liaison between warehouse staff, procurement, and maintenance

- Assist with supplier coordination and expedite critical orders when required

- Provide backup coverage for warehouse clerks or supervisors during absences

- Support safety initiatives and compliance by maintaining accurate documentation

- Participate in continuous improvement efforts for efficiency and cost control

REQUIRED EDUCATION/EXPERIENCES:

- High school diploma or GED

- 3-5 years of administrative experience in procurement, warehouse management, or maintenance

- Experience in SAP or other enterprise resource planning programs

PREFERRED EDUCATION/EXPERIENCES:

- Associate degree in business, administration, or other related field

- 7+ years of administrative experience in procurement, warehouse management, or maintenance

COMPETENCIES:

- Computer literate in Microsoft products, such as Excel, Word, PowerPoint

- Confidentiality and professionalism

- Communication skills both written and oral

- Problem solving skills

- Demonstration of Calumet Values – Safety, Environmental and Social Responsibility, Teamwork, Ownership, Passion for Customers, and Excellence