Warehouse Administrative Assistant

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Date: Dec 11, 2025

Location: Carlsbad, CA, US, 92010

Company: Glanbia

At Glanbia Nutritionals Inc., our portfolio centers on dairy and non-dairy nutritional ingredients. We co-innovate and deliver ingredient solutions and precision premixes for use in the mainstream food and beverage, infant and clinical, and functional nutrition markets. We are the number one provider of whey-based nutritional ingredients globally and the number one producer of American-style cheddar cheese. Our protein systems have transformed the bar and beverage categories — bringing increased levels of protein, cleaner labels and greater product functionality to market. We have a direct presence in 21 countries, with manufacturing facilities in the US, Germany and China, and international sales and technical offices around the world.

 

Job Summary

The role of a warehouse administrator is to oversee the daily clerical duties of the warehouse. The clerical duties include but not limited to data entry,  answering phones, routing calls, filing, photocopying, faxing, maintaining simple spreadsheets, managing small projects, preparing shipping packets, answering and responding to emails, and scheduling meetings . Must complete all applicable SOP and QA trainings.

Hourly Pay: $25.07

Essential Functions

  • Exchange communication with various departments in an effective and efficient style
  • Complete and distribute the daily Shipping and Receiving shift report
  • Monitor the daily SAP shipping log for completion
  • Print Bill-of-lading (B.O.Ls) and place in designated folders per ship dates to ensure packages reach the required destination.
  • Manage dock flow by coordinating delivery and pickup appointments
  • Collect information from drivers and assign a dock upon arrival
  • Perform ‘good issue’ and assemble SAP documents for shipment
  • Manage Warehouse office calls and emails and relay necessary information to the warehouse employees and other departments
  • Manage Warehouse site Calendar & Weekly Newsletter
  • Generate daily shipping labels and placards
  • Monitor the completion of distribution of partial orders
  • Communicate shipment or receiving  inaccuracies to appropriate departments for resolution in a timely manner
  • Investigate stock discrepancies and update SAP to reflect actual stock
  • Perform data entry for both inbound and outbound activities
  • Fax and Scan documents to internal customers as needed.
  • Manage data entry and printing of daily cycle counts
  • Schedule monthly Alchemy training for the warehouse group and ensure training completion.
  • Perform monthly archiving for both inbound and outbound documentation
  • Peruse the daily Shipping and Receiving inspection record for GDP violations and completeness
  • Submit requests to replenish shipping and receiving supplies
  • Monitor inventory levels and coordinate transfers from offsite warehouses
  • Provide inbound information to offsite warehouse
  • Coordinate with production to process distribution repacks
  • Investigate discrepancies and correct discrepancies  in SAP as needed
  • Create MDR’s related to warehouse issues and coordinate MDR disposition
  • Ensure each material entering the warehouse has a MSDS in the binder. Add MSDS when missing.
  • Review Master Sanitation schedule forms for completion daily.
  •  Keep the qualified truck operators file up to date.
  • Prepare and deliver package to designated areas.
  • Ensure all liquid entering the warehouse is on the
  • Assist in preparing requested paperwork for audits
  • Create fobs and maintain active warehouse forklift operators current in the IDSystem
  • Monitor, report, and assist with unlocking forklifts after impact or other violations
  • Process non-ingredient inbound parcels (FED-EX & UPS)
  • Ensure all liquid material entering the warehouse are documented on SAP and stored in appropriate areas
  • Safely, store, handle and prepare hazardous materials according to OSHA and DOT guidelines as
  • Prepare, package, and label dangerous goods for shipment as per the DOT and IATA regulations
  • required
  • Assemble or create shipping crates for dangerous good shipments as per the DOT and IATA regulations
  • Author and distribute meeting minutes summary
  • Author and distribute a daily shipment pending report
  • Gather and provide documents as needed for internal and external audits 
  • Maintain weekly warehouse metrics log
  • Determine root cause of data entry error for inbound material receipts
  • Support the warehouse employees group as needed and act as a liaison for the warehouse and other departments
  • Responsible with training of new associates
  • Relay instructions and or information provided by the Warehouse Manager to employees and colleagues
  • Each employee shall comply with occupational safety and health standards and all rules, regulations, and orders issued pursuant to the Occupational Safety and Health  Act which are applicable to his/her own actions and conduct.
  • Regular attendance is an essential function of this position
  • Adhere to all safety rules, policies and standard operating procedure.
  • Exercise safe practices, report near misses, adherer to all safety rules, and promote safety.
  • Following and living Glanbia values: Showing Respect, Winning Together, Finding a Better Way, Performance Matters, and Customers Champion.

 

Additional Functions

  • Perform other duties as assigned 
  • Assist in preparing requested paperwork for audits
  • Participate in the Site safety committee
  • Keep Warehouse training matrix up to date
  • Promote and enforce to achieve zero recordable injuries in the warehouse.
  • Achieve the yearly assigned objective for accuracy.
  • Observe and organize workflow to achieve high efficiency to meet yearly assigned objective

 

Qualifications

 

  • High school diploma or G.E.D - Preferred
  • Must have demonstrably strong interpersonal and communication skills (both written and verbal), to include speaking clearly and persuasively in positive or negative situations.
  • Proficiency with MS Word, Excel and Outlook, Access.
  • DOT Hazmat Certification highly preferred
  • IATA Certification highly preferred
  • Ability to effectively interact with all levels of personnel with the utmost professionalism.
  • Ability to work with minimal supervision while remaining productive at all times.
  • Ability to stay positive and calm in difficult and/or trying circumstances.
  • Ability to write routine reports and correspondence.
  • Must be able to work in a team environment and possess team-based problem solving skills.
  • Must be results focused and oriented toward accomplishment of team and organizational goals.
  • Ability to handle multiple, rapidly changing and conflicting priorities.
  • Proficiency in spoken and written English
  • Strong SAP and MRP systems knowledge
  • Proficient with MS Word, Excel, Outlook, PowerPoint and SharePoint
  • Must be able to work flexible hours to include overtime when needed.

 

 

Typical Physical Activity

Physical Demands

The physical demands described represent those that must be met by an employee and the work environment characteristics are those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Regularly involves talking or listening, sitting, and the use of hands and fingers.
  • Regularly involves going up and down stairs.
  • Frequently involves reaching with hands and arms, standing and walking.
  • Occasionally involves crouching, stooping, kneeling and/or climbing or balancing.

Physical Requirements

  • Must be able to lift and carry items weighing up to 20 pounds.
  • Manual dexterity sufficient to reach/handle items, works with the fingers, and perceives attributes of objects and materials.
  • Involves moderate physical activity performing non-strenuous daily activities of a primarily administrative nature.
  • Should be able to identify and distinguish colors, see clearly at 20 inches or closer and 20 feet or more, observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point, judge distances and spatial relationships, and adjust the eye to bring an object into sharp focus.

Typical Environmental Conditions

  • May be exposed to moderate noise levels (i.e. office equipment, light traffic).
  • May be exposed to moderate to high noise levels (i.e. production equipment, forklifts, heavy traffic).
  • May be exposed to humidity, intense heat and cold, outdoor weather conditions, and fumes and toxic chemicals.
  • May work in areas with mechanical moving parts, above ground with risk of fall, or areas with risk of electrical shock.

Travel Requirements

  • N/A 

 

Disclaimer

Must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing significant safety threat to self or others.  The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified.

At Glanbia, we celebrate diversity, because we know that our individual strengths make us stronger together. We welcome and encourage interest from a wide variety of candidates, and we will give your application consideration, without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status. 

 

At Glanbia our culture will celebrate individuality, knowing that together we are more.


Nearest Major Market: San Diego