The Office Administrator is an onsite salaried role reporting to the Plant Manager. The employee in this role will assist plant management with production, customer service, accounts payable, and human resources administrative duties.
Production Support:
- Printing out work orders.
- Reporting daily production.
- Putting data from multiple sources together on a spreadsheet, making graphs of data, putting together Power Point presentations, and other varied admin tasks.
- Will 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.
- Will be required to work with an offsite Customer Service Representative.
- Production reporting (KPI Tracking).
Accounts Payable:
- Codes and Enters invoices.
- Completes 3-way match.
- Resolves any errors with receipts (unmatched report)
- Reconciles any price difference from PO and invoice.
- Prepares documents for controller to prepare month-end accruals (req. forms/packing slips without invoices etc.)
- 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.
- Checks production entered against production reported.
Customer Service:
- Establish relationship with customers and ensure that any complaints are forwarded in a satisfactory manner obtaining guidance/approval to supervisor.
- Responsible for order entry and/or maintenance for assigned accounts and files any customer paperwork such as shipping documentation or customer order in a timely fashion.
- Review plant delivery schedules versus requested dates and resolves any conflicts by tracking and communicating any changes and potential service issues to the customer.
- Communicate order confirmations, changes, and cancellations to both customers and internal MPSR team members.
- 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.
- Signs for packages.
- Signs vendors and visitors in/out as needed.
- Other duties as assigned by Production Supervisor or Plant Manager.
Administrative Human Resources:
- If needed assist Supervisors, Managers and HR Manager with tracking PTO/vacation requests for all employees.
- Keep all employee communication boards up to date and organized per HRM guidance.
- Track and coordinate any plant celebrations.
- Coordinate and order lunches as needed for trainings and/or guest visits, annual celebrations.
Requirements:
- Process oriented individual with a minimum 3-5 years’ experience within administrative role preferably in a manufacturing environment.
- Minimum 3-5 years in Procurement and ERP management systems required.
- Record keeping and administrative experience with strong organizational skills.
- Vendor management experience with strong problem-solving ability.
- Microsoft Office Suite –intermediate to advanced computer skills including Excel.
- Professional verbal and written communication skills with a strong attention to detail.
- Minimum of a High School diploma/GED. Associate or bachelor’s degree preferred but not required.
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