Office Administrator

JOB SUMMARY/PURPOSE

The Office Administrator is responsible for the day to day operation of the customer service and accounts receivable office.  The key responsibilities include receiving customer orders, obtaining commitments to meet customer requirements from operations, coordinating shipments with brokers, freight companies, and export carriers, distributing invoices for payment, developing purchase orders, reporting payroll requirements, and receiving and submitting invoices for payments to vendors.  

JOB SCOPE/DIMENSION

• Analyzes and organizes office operations and procedures such as typing, bookkeeping, preparation of payrolls, flow of correspondence, filing, purchase of plant and office supplies, and other clerical services.

• Evaluates Plant production, revises procedures, or devises new forms to improve efficiency of work flow.

• Performs all data entry and adjustment of all production, man hour, deliveries and plant inventory control information.

• Establishes uniform correspondence procedures and style practices.

• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records in accordance with Imerys’ Quality System and Imerys Records protocols.

• Prepares productivity reports for guidance of management.

• Reviews customer requests for product.

• Arranges for transportation of product both domestic and export

• Requisitions parts and supplies.

• Coordinates and supports DOT logs and regulatory reporting

• Other duties may be assigned.

KEY TASKS AND RESPONSIBILITIES

• Requires regular interaction with customers, vendors, personnel in operations, Imerys corporate personnel including accounting, finance, HR, etc.

• May be asked to travel to learn new customer service and accounting systems

• Required to support internal and external customer audits of the plant accounting systems and records managements systems

• The customer service office supports one operation, but may be called on to support other facilities as deemed appropriate

OTHER IMPORTANT FUNCTIONS

• Peer review of new product specifications and product packaging configurations

• Participation in quick-hit task teams

JOB SPECIFICATIONS

Education and Experience requirements

• High School Diploma

• 1-2 years of administrative experience is desired

• Strong customer service skills and positive attitude required

Knowledge, skills, abilities and other characteristics

• Ability to work in electronic resource planning systems

• Good understanding of Google Suite

• Basic accounting skills

• SAP experience, a plus

Physical/Environmental Aspects – US ONLY

Approximately 33% of the work day is spent sitting at a desk working on a computer and telephone.  Work will include walking through the operations as appropriate and may require occasional climbing of stairs and lifting.  Varying types of personal protective equipment shall be donned when handling hazardous chemicals.  A hard hat, safety glasses, and dust mask is required when working in the manufacturing areas.