Office and Logistics Administrator SUPERSTAR

Web­site caplinq CAPLINQ Amer­i­c­as, Inc.

Spe­cial­ty Chem­i­cals, Plas­tics & Products

THE NO-NONSENSE SUMMARY: 

This posi­tion is intend­ed for seri­ous, hard-work­ing pro­fes­sion­als look­ing to be part of a multi­na­tion­al growth orga­ni­za­tion. Our prod­uct and ser­vice mod­el has proven suc­cess­ful in Europe and we’re expand­ing our busi­ness into the Unit­ed States with our first office just out­side Detroit in Livo­nia, Michi­gan. As our sec­ond US employ­ee and first office and logis­tics admin­is­tra­tor, you will be learn­ing from your Euro­pean coun­ter­parts to clone the suc­cess­ful oper­a­tions in the USA. You will be work­ing with the cus­tomer ser­vice, sales and plan­ning depart­ments to keep office oper­a­tions run­ning smooth­ly while ensur­ing safe and effi­cient receipt, stor­age and dis­patch of ware­housed products. 

THE ROLE’S MISSION
Yes, you read that right – we’re look­ing for a SUPERSTAR. If the title sounds uncon­ven­tion­al, it’s because CAPLINQ is too. We’re look­ing for that spe­cial some­one who has not one, but two com­ple­men­tary skills – the amaz­ing abil­i­ty to be super metic­u­lous (Detail-ori­ent­ed, pre­cise & orga­nized) for office activ­i­ties as well as an affin­i­ty for logis­tics affairs (enjoy orga­niz­ing deliv­er­ies with FedEx, UPS, DHL, and orga­niz­ing spe­cial deliv­er­ies includ­ing cold & frozen sup­ply chain & Dan­ger­ous Goods deliveries).

CAPLINQ is a small, fast-grow­ing com­pa­ny and we’re look­ing for tal­ent­ed, team-play­ing indi­vid­u­als to join our team. We’re a dif­fer­ent kind of com­pa­ny look­ing to find spe­cial peo­ple, so we also write our job vacan­cies in a way to attract sim­i­lar like-mind­ed peo­ple. We’ve been suc­cess­ful in Europe for 15 years and have only recent­ly expand­ed our oper­a­tions to the USA, with our first offi­cial loca­tion in Livo­nia, Michigan.

In the descrip­tion below, we try to give you an idea of exact­ly the kind of peo­ple we are look­ing for by list­ing the desired out­comes of the posi­tion and the desired com­pe­ten­cies of the ide­al can­di­date. If you find your­self nod­ding along with this descrip­tion and see your­self as a per­fect fit for this posi­tion, then I encour­age you to read on. If on the oth­er hand, you’re already exhaust­ed read­ing this, I rec­om­mend you take a nap and check out anoth­er job post.

DESIRED OUTCOMES

  • Orga­nize, main­tain and fol­low process­es for pro­duc­tive and cost-effec­tive office operations
  • Han­dle inbound & out­bound orders with 100% inven­to­ry accu­ra­cy and 0% loss of sales due to unsellable goods
  • Learn and mas­ter each activ­i­ty and can con­fi­dent­ly teach to fel­low colleagues

CANDIDATE COMPETENCIES | Can­di­date is able to:

  • Pri­or­i­tize, orga­nize and plan work daily
  • Accept respon­si­bil­i­ty for the safe, clean and effi­cient oper­a­tion of all logis­tics-relat­ed activities
  • Able to write work instruc­tions in Eng­lish for self and oth­ers to read, under­stand and follow
  • Work and com­mu­ni­cate (writ­ten and ver­bal) effec­tive­ly with team mem­bers, sup­pli­ers and vendors
  • Loves chal­lenges, not afraid to get your hands dirty and is able to resolve prob­lems independently

So, what will you be doing?
The posi­tion and respon­si­bil­i­ty will grow along with you. As a small, but grow­ing com­pa­ny, the role will be excit­ing for you if you enjoy a broad range of activ­i­ties and aspire to become a man­ag­er in a grow­ing orga­ni­za­tion as you mas­ter the activ­i­ties described hereunder.

Broad­ly speak­ing, we cur­rent­ly have five major activ­i­ties for which you will be respon­si­ble. None is cur­rent­ly a full­time job, but as we grow, each could even­tu­al­ly be, and depend­ing on your inter­ests and growth tra­jec­to­ry, you could lead any one of these or be the man­ag­er for all of them.

1. Office Admin­is­tra­tion (about 25% of your time)

You will be respon­si­ble for all aspects of the office and its admin­is­tra­tion and expect­ed to main­tain and fol­low process­es for pro­duc­tive and cost-effec­tive office operations.

Exam­ples of activities:

  • Nego­ti­ate lease agree­ments, deter­mine office require­ments (what will we need as we grow)
  • Arrange, nego­ti­ate and main­tain and han­dle office ameni­ties and sup­plies (paper, cof­fee, keys, desks, com­put­ers, etc)
  • Arrange, nego­ti­ate and main­tain office util­i­ties (lights, inter­net, phone)
  • Arrange, nego­ti­ate and coor­di­nate office-relat­ed con­tract work (plumb­ing, elec­tri­cal, any constructions)
  • Arrange, nego­ti­ate and coor­di­nate required pack­ag­ing sup­plies (box­es, dry ice, pallets)

2. Out­bound Orders (about 25% of your time)

You will be per­son­al­ly respon­si­ble for ensur­ing the cor­rect han­dling of out­bound orders going out to our cus­tomers. What you send will be the first impres­sion the cus­tomer receives of CAPLINQ as a com­pa­ny and so it’s impor­tant to make sure this is as pos­i­tive as possible.

Exam­ples of activities:

  • Out­bound ship­ments includ­ing pick­ing cus­tomer orders (based on orders/packing lists pro­vid­ed by cus­tomer service 
  • Pre­pare orders for ship­ping — web­site orders based on invoice (includ­ing nec­es­sary paperwork/labelling) 
  • Pre­pare dry ice ship­ments @ freez­er loca­tion as instructed
  • Arrange pick­ups online on web­sites of FedEx, UPS, DHL, oth­er couri­ers & Asendia 
  • Web-based admin­is­tra­tion of orders (Sta­tus update, updat­ing lot num­bers, send­ing track­ing details)

3. Inbound Ship­ments (about 20% of your time)

Garbage in, garbage out is the expres­sion. If we don’t ensure the prod­ucts we receive are in great shape, it will be impos­si­ble to send out high qual­i­ty prod­ucts. You will be respon­si­ble that we don’t tol­er­ate any garbage in.

Exam­ples of activities:

  • Receiv­ing incom­ing ship­ments includ­ing phys­i­cal check of incom­ing prod­ucts (quan­ti­ty & qual­i­ty of orders/boxes)
  • Com­mu­ni­cate with For­warder & Cus­tomer Ser­vice in case of discrepancies/damages
  • Label­ing incom­ing ship­ments as instruct­ed (based on lot num­ber­ing in PO’s) 
  • Admin­is­tra­tions of Change sta­tus of Pur­chase Orders/Material Requests to “arrived”
  • Receive week­ly ship­ment of dry ice

4. Ware­hous­ing (about 15% of your time)

A clean, orga­nized ware­house saves time and reduces mis­takes. It will be your respon­si­bil­i­ty to make sure that you know where every­thing is in the ware­house, and to have it arranged (as you like) to best match the ins and outs of the orders.

Exam­ples of activities:

  • Mon­i­tor phys­i­cal inven­to­ry and respon­si­ble for the cor­rect lev­el of stock of products
  • Orga­nize Ware­house areas (cleaned/maintained/safe)
  • Dai­ly log­ging of tem­per­a­tures in cool cham­ber and freezers
  • Con­trol inven­to­ry of pack­ag­ing mate­r­i­al (boxes/tape/wrapping/etc) 
  • Week­ly order sup­ply of dry ice and order pack­ag­ing materials

5. Accounts Receivable/Payable (about 15% of your time)

You will be respon­si­ble to make sure that all the sup­pli­ers and ven­dors are paid and that all the cus­tomers have paid us in the agreed pay­ment terms.

Exam­ples of activities:

  • Enter sup­pli­ers invoic­es and pay­ment terms to ensure time­ly payment
  • Enter ven­dor invoic­es and pay­ment terms to ensure time­ly payment
  • Send invoic­es and/or reminders to cus­tomers to make sure they pay their invoic­es with­in agreed pay­ment terms
  • Enter invoic­es and receipts for all the office sup­plies into book­keep­ing system

DESIRED SKILLS AND EXPERIENCE 

What mind­set do you require?
Skills can be learned. Mind­sets, though they can be learned too, are more often a part of who you are. We val­ue the mind­set at least if not more than either expe­ri­ence or hard skills.

  1. Curios­i­ty – We want a per­son who is curi­ous, and rarely sat­is­fied with the first answer. If you find some­thing that doesn’t agree with what you already think, then we want some­one who wants to know why. 
  2. Atten­tion to Detail – We want a per­son who is orga­nized, man­ages their time well, and has good obser­va­tion skills. Hint! Don’t for­get to read the last paragraph 😉
  3. Con­tin­u­ous Improve­ment – Peo­ple and process­es can always get bet­ter. We’re look­ing for some­one who ques­tions every process to see if there’s not room for improvement.
  4. Courage – Boss­es make mis­takes and col­leagues aren’t always fair. That’s life. We’re look­ing for some­one who may be afraid to con­front these issues, but does it anyway.

What skills do you NOT need?
Before we list the skills you do need, it is impor­tant that you know what we skills or expe­ri­ence we do NOT require:

  • Prod­uct knowl­edge: You do not need to know any­thing about any of the prod­ucts we sell, nor any of the ser­vices we pro­vide. All will be taught on the job.
  • Logis­tics expe­ri­ence: You do not need to know any­thing about logis­tics, ware­hous­ing or trans­port. Again, you will learn it all on the job.
  • Lots of work expe­ri­ence: This is meant to be an entry-lev­el posi­tion where you will learn “knowl­edge” on the job. What we can’t teach – and val­ue enor­mous­ly is some­one that is orga­nized, ana­lyt­i­cal, curi­ous, ded­i­cat­ed and shows a high lev­el of “stick-to-it-ness”. There’s always a bet­ter way, how do we get to it?

JOB REQUIREMENTS | What skills do you require?

Very few hard skills are required. Can­di­dates will be required to:

  • Read, under­stand and fol­low work instruc­tions in Eng­lish (must be at least 7/10 in English)
  • Able to lift and move box­es up to 20kgs (45lbs)
  • Use a com­put­er, print­er & tools to work effectively
  • Work safe, clean and tidy to ensure oper­a­tional efficiency 
  • Move stock around, either by hand or by using a forklift
  • Be flex­i­ble to duties and tasks
  • Be a pos­i­tive team player

Skills not required, but that get bonus points (any of them count):

The job does not require these skills, but they are wel­comed extras, be sure to men­tion them.

  • Busi­ness Admin/Bookkeeping Expe­ri­ence: It’d be help­ful if you already knew what you were doing
  • Excel/Google Sheets Junky: We use a lot of Google Sheets still, so if you can help us, we can use it.

There is no need to send your CV unless it looks awe­some and you want to impress us with how it looks. Oth­er­wise, we will use your LinkedIn pro­file (bet­ter make sure it is complete!). 

Instead, can­di­dates wish­ing to apply are request­ed to send an email to hr@caplinq.com that includes:

  • A link to your LinkedIn pro­file (Ok, if you don’t have a LinkedIn pro­file, you can send your CV)
  • A one-page, per­son­al cov­er letter

Let me repeat that last part in a dif­fer­ent way… We are look­ing for peo­ple who stand out from the crowd with a well-writ­ten, enthu­si­as­tic one-page let­ter telling us why this posi­tion speaks to you and what you could bring to the team. 

If all you do is send a CV (we told you not to), and no cov­er let­ter your appli­ca­tion will be dis­card­ed with­out even being read.

To apply for this job email your details to hr@caplinq.com

About Chris Perabo

Chris is an energetic and enthusiastic engineer and entrepreneur. He is always interested in taking highly technical subjects and distilling these to their essence so that even the layman can understand. He loves to get into the technical details of an issue and then understand how it can be useful for specific customers and applications. Chris is currently the Director of Business Development at CAPLINQ.