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Material Handler/Administrative Assistant

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Company: CCS Facility Services
Expected salary:
Location: Irvine, CA
Vaga de Material Handler/Administrative Assistant
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Job description: Material Handler/Administrative Assistant Role
Position Summary:
The Material Handler/Administrative Assistant role is responsible for the incoming and outgoing of all mail, packages, dangerous goods, hazardous material packages, international shipments, and freight shipments for the Irvine Facilities department in a timely manner. Under general supervision, performs a wide range of duties to support the Facilities department. This will be a 3-to-6-month contract with a possible extension.

Duties and Responsibilities:
Under limited supervision, general direction, etc. and in accordance with all applicable government laws, regulations and policies, procedures and guidelines, this position.
  • Receive, open, sort, and scan mail and packages to the mailroom receiving spreadsheet for accountability.
  • Ensure prompt delivery of mail and packages to the recipient daily.
  • Research and route unidentified and generic mail.
  • Properly package, mark, label & Process all Non-Hazardous and Hazardous materials by using courier specific software (FedEx, UPS etc.)
  • Ship DG/Hazmat along with non-hazmat shipments using UPS International/UPS WorldShip system, FedEx.com or FedEx Ship Manager Software or FedEx freight.
  • Ensure air waybill, EEI, shipping invoice, and other applicable documents are generated for each shipment. Weigh outgoing mail to determine the correct postage.
  • Generates shipping labels as requested.
  • Maintain copiers in the facility with paper and mailroom inventory needed for shipments.
  • Submits Purchase Orders (PO’s) research and procures parts for facilities.
  • Verifies weekly cleaning checklists are completed by the contractors.
  • Provide administrative support for the facilities and EHS teams.
  • Cover for the on-duty security guard as needed to ensure there is always someone present at the front desk.
  • Keep the mailroom, work area assigned clean, organized, and safe.
  • Adheres to domestic and international regulatory standards (e.g.cGMP and ISO 13485).
  • Responsible for communicating business related issues or opportunities to next management level.
  • Performs other ad hoc duties assigned as needed.
MUST have Experience:
  • Hazmat Shipping training and Dangerous Goods certification
  • Minimum of one year of customer support/customer relations/mailroom operations and administrative support.
  • Minimum of one year of progressively responsible, related experience in mailroom or equivalent or technical certification
  • Minimum of one year customer support/customer relations
  • Minimum of one year work experience in a Medical Device, GxP or similar facility.
  • Minimum of one year of related work experience in a mailroom environment in operations interfacing with Contractors, and mail / package delivery vendors.
  • Minimum of one year in an Administrative Assistant role
  • In charge of the shipment of hazardous materials but not actually handling the materials
  • Solid understanding of mail and package delivery software to include but not limited to: UPS WorldShip system along with FedEx.com or FedEx Ship management software, freight, and strong knowledge of DG/Hazmat shipments.
  • Valid driver’s license and clean driving record required.
Knowledge, Skills, Abilities, Certifications/Licenses, and Affiliations:
  • (Include any required computer skills, regulatory knowledge, certifications, licenses, languages, cognitive and behavioral abilities etc.)
  • Able to work both independently with minimum supervision and in a team atmosphere.
  • Excellent time management skills and attention to detail.
  • Ability to stay focused, work well under pressure and multi-task.
  • Good customer service skills.
  • Solid understanding of mail and package delivery software.
  • Use of Microsoft Office applications and PC skills.
  • Flexible and able to work with constantly adjusting schedule, priorities, and responsibilities.
  • Work quickly and efficiently as many documents or packages are time sensitive.
  • Hazmat Shipping training and Dangerous Goods certification required.
  • UPS WorldShip system along with FedEx.com or FedEx Ship management software, freight, and strong knowledge of DG/Hazmat shipments.
  • Valid driver’s license and clean driving record required.
Physical Requirements:
  • The physical demands identified are representative of the physical requirements necessary for an employee to successfully perform the essential functions of this job.
  • Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of this job.
  • While performing the responsibilities of this job, the employee may be required to talk and hear.
  • Must be able to routinely lift up to 35 pounds.
  • Sitting, standing, and bending; repetitive motions of hands and wrists due to frequent computer use.
  • Requires standing for prolonged periods, stooping, reaching, bending, kneeling, or crouching for up to 80% of the time.
  • Pushing/pulling carts or equipment loaded with packages on wheels.
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