Office Administrative Assistant

Administrative Coordinator

Versatile Administrative Coordinator supporting customer service, production, shipping & receiving, and accounts payable functions in a plant environment. Handles data management, vendor communication, and general office operations while ensuring accuracy and efficiency across departments. Requires strong organizational, communication, and problem-solving skills, along with proficiency in Microsoft Office and the ability to collaborate across teams.

Customer Service Duties:

• Submit Delivery Receipts for billing after shipment. Prepare Credit Memo's for any customer issues as needed.
• Prepares necessary reports for Plant Management and customers such as inventory and open order reports and tracks shipments associated with invoices.
• Processes plant claims which include any deductions for shortages, quality issues and any miscellaneous items.
• Performs other duties as assigned.

Production Support Duties:

• Printing out work orders.
• Putting data from multiple sources together on a spreadsheet, making graphs of data, putting together Power Point presentations, and other varied admin tasks.
• May be required to work hands-on and on the production floor with the production supervisors to coordinate orders.
• Responsible to confirm work orders are released correctly and any issues are resolved quickly.

Accounts Payable Duties:

• Codes and Enters invoices.
• Completes 3-way match.
• Resolves any errors with receipts (unmatched report).
• Reconciles any price difference from PO and invoice.
• Maintains records for AP.
• Communicate payment information to vendors as requested.
• Completes orders for all office supplies and janitorial supplies as well as any misc. items needed for plant.
• Restock breakroom and office supplies.
• Signs for packages.
• Signs vendors and visitors in/out as needed.
• Other duties as assigned.

Requirements:

• Minimum of a High School diploma/GED. Associates or bachelor's degree preferred but not required
• 5-7 years' Office Administrative experience preferred
• Microsoft Office Suite – basic to above average computer skills including Excel
• Ability to perform basic quantitative skills required & CRM experience preferred
• Ability to work with all areas of the business including plant and sales personnel.
• Professional verbal and written communication skills.
• Bilingual English/Spanish a plus but not required
• Always conduct oneself with highest level of professionalism.
• Strong customer service advocacy and problem-solving skills