Purpose of the job

We are seeking a highly organized and proactive Assistant to provide comprehensive

support to our ADC Department. Manage and Coordinate the flow of work from

warehousing to trucking.

Main responsibility areas

· Manage ADC office operations, including ordering office supplies, managing

vendor appointments with ADC department and maintaining office equipment

and inventory levels.

· Use Ahlstrom software applications including Optimill, SAP and ASSIST to manage

workflow

· Communicate with Customer Management and Sales Offices as needed to process

shipments.

· Serve as a primary point of contact for customers visiting the Windsor Locks ADC

site, addressing inquiries and concerns with prompt and professional responses.

· Provide information to outside truck drivers and coordinate logistics items.

· Regular communication with Customer Service and sales offices to process

shipments

· Multi-task in a fast-paced environment

· Clerical experience working in a shipping environment.

· Must be able to multi-task.

· Must have working knowledge of Microsoft Office, Excel and Word.

· Must have ability and flexibility to perform similar job functions in other areas.

· Must have well-developed verbal, written, computer and communication skills.

· Must have excellent attention to detail.

· Understanding of spill containment guidelines.

· Ability to understand and comply with departmental, job and site-specific safety

rules

· Filling shipment documents/sending over BOLs to CSS

· Send over Export documents to our freight forwarders

· Manage all documents of outside carriers required to check in upon arrival

· Upload pictures of shipments to computer to send off to CSS

· Inventory safety items and office supplies order supplies when needed · Back up the scheduler when they are out and help with the production call meeting (ADC/SPC/Suo) report how many shipments going out that day, any issues from the prior day of shipments) · Audit paperwork from loaders for completeness of loading process. IE: inspecting trailers, cleaning and laying paper down. · Assist in yearly finished good inventory. Assist in reconciling finished good to missing finished goods. · Perform various clerical functions as instructed by supervision. This will include receipt of various goods into Optimill and SAP. Prepare shipping documents as required for shipments and receiving documents for goods received. · Coordinate and support ADC team meetings and events, including agenda preparation, on-site logistics and follow-up. · Perform other related projects and duties as assigned.

Communication (position’s responsibility for communications both within and outside the organization)

Internally

Warehouse Supervisor, Sales, Marketing, Production Planning, Converting, Shipping, Accounting, Traffic, Product Development, Purchasing and Quality.

Externally

Trucking companies, Truck drivers. Ahlstrom customers, freight forwarders, freight carriers, IT and external warehouses,

Experience and education (minimum level of knowledge and skills to fulfill one’s responsibilities)

Work

experience

· Professional degree or equivalent experience preferred · 2-5 years shipping/receiving support experience, preferably in a manufacturing environment. · Proficient PC skills (including strong keyboarding skills). · Mathematical competency for calculating pricing and converting units of measure. · Strong working knowledge of Microsoft Office applications, specifically Outlook, Teams, Word, and Excel. · Superior interpersonal and communication skills both verbal and written, including the ability to communicate with confidence. · Customer Service Oriented – outstanding communication and people skills; energetic and enthusiastic; takes initiative to effectively anticipate the needs, handle the issues, and resolve the problems of internal and external customers. Views complaints as opportunities; acts as a customer advocate building relationships and long-term mutual benefit. · Performance focused – proactive self-starter biased to do things before being asked; attention to detail and excellent organization skills; creative insight into problem-solving; able to multi-task,

manage time and balance multiple priorities. Able to work with minimal supervision. · Team oriented – actively promote a cooperative / positive team spirit and respect the diverse contributions of teams, partners and networks; create and build value for the company and its stakeholders.

Formal

education Master’s degree Bachelor’s degree Professional No requirements

Required

competencies

Customer Satisfaction, Functional/Technical Skills, Organizing, Priority Setting, Time Management, Approachability, Action Oriented, Results Focused, Composure, Decision Making, Informing, Written Communication Skills, Planning, Quick Learner, Problem Solving, Interpersonal Savvy Continuous Improvement, Teamwork

Ahlstrom is a global leader in combining fibers into sustainable specialty materials. Join our journey to create a more sustainable world with products and solutions that Purify and Protect, with Every Fiber, for a Sustainable World. Our three divisions, Filtration and Life Sciences, Food and Consumer Packaging, and Protective Materials, address global trends with safe and sustainable solutions.
We are deeply committed to building and maintaining safe and inclusive environment and culture, where everyone feels valued and respected. At Ahlstrom, we all have equal opportunities to belong and reach our full potential. 
Our net sales in 2024 amounted to EUR 3.0 billion and we employ some 6,800 people. Read more at www.ahlstrom.com