The Administrative Assistant position supports the plant and departments by providing administrative support to accounting, shipping, receiving, safety, HR and inventory.

Additional Information:

Monday - Friday 7:30am to 4:00pm

5% Travel

Accounts Payable

• Maintain and budget the Site Supplies.
• Ensure that we maintain costs within monthly allowed budget.
• Ensure bills are paid in a timely fashion.
• Ensure vendors are set up within Coupa.
• Maintain clean and accurate files.
• Contact suppliers in regard to any discrepancies.
• Supplier weekly/monthly statements and provide updates to suppliers to keep accounts current and in good standings.
• Keep track of non-inventory receiving paperwork and PO's.
• Match non-inventory invoices to PO's and receiving paperwork.
• Obtain approval for non-inventory invoices.
• File completed PO-invoice transactions.
• Send all invoices to corporate AP for payment processing in a timely fashion.
• Establish new vendors.
• Paperwork for Minneapolis with proper local approval
• Tax Exempt Certificates
• Reference Sheets

Shipping/Receiving

• Receive supplies and services into Coupa in a timely fashion.
• Assist with receiving and correction in ERP for inventory related items (raw material, packaged goods).
  • File all raw material receipts accordingly and maintain for the current fiscal year.
  • End of year storing of files follow Sherwin Williams Retention Guidelines.
• Backup to logistic specialist. Handle all communication with Customer service, carriers, in regard to outbound. shipments. Communicate with shipping, plant Operations manager, scheduler on all issues (Late trucks, move up request, etc).
• Process daily internal transfers to and from 3 PL warehouse on ERP.
• Conduct daily cycle counts.

MRO Purchasing

• Inventory and keep office supplies on hand.
• Assist Plant Chemist with ordering of Lab and plant supplies as applicable.
• Order propane when necessary and low to maintain production operations at all times.

Office Administration

• Go-to person for copier and telephone issues.
• Follow all Sherwin Williams policies to include Attendance Policy.
• Works scheduled hours Monday through Friday.
• General clerical functions.
• Data entry as requested.
• Interoffice mail.
• Faxing orders, documents, etc.
• Shipping out via UPS, Fed Ex, etc.
• Lobby Greeting
  • Maintain "fire/emergency" and visitor sign in book in the event of an alarm.
  • Monitor and screen gate entrances for visitors.
• Water plants as applicable.
• Changing out backup tapes as needed on a weekly basis.
• Monitors front gate entry.
• Switchboard operator.
• Assist Plant Manager with requested applicable duties.
• Monitoring and communicating to vendor uniforms ordering, returning, and labeling uniform racks.
• Monitoring janitorial services and assisting with communication.
• Close batch tickets.
• Order plant/office supplies keeping tight inventory.
• Ordering of uniforms
• Organizing and maintaining inventory and cleanliness of supplies in cabinets
• Assist other departments as needed.

Payroll

• Back up to payroll Entry, Auditing, and Filing.
• Assist HRM with payroll regarding Vacations, Overtime, Sick Days, Absences, and Lates.
• Orientation-Prepare copies of New Hire Paperwork.
• Printing and posting announcements.
• Assist HRM with employee events.

Safety

• Assure MSDS file is up-to-date (work with EHS Specialist)
  • Files are maintained on the Production drive.
  • Hard copies are maintained in the "fire/emergency" bag.
• Work in a Safety-conscience manner.
• Assist EHS with proper inventory and ordering of PPE supplies as applicable.
• Maintain all site records for PPE.
• Order PPE as needed and update spreadsheets to reflect recent orders.
• Assists EHS department with hazardous/non-hazardous waste order procurement, ensures manifests and filed with appropriate invoice documentation, follows up with appropriate vendor(s) to ensure invoicing is carried out in a timely manner.
• Assists with vendor setup and invoicing for safety eyewear and specialized training including NFPA 70E and CPR/FA.
• Monitors visitors log to ensure visitors/vendors are trained on plant safety requirements.

Minimum Requirements:

• Must be at least eighteen (18) years of age
• Must be legally authorized to work in the country of employment without needing sponsorship for employment work visa status now or in the future
• Must have two (2) years of work experience in a manufacturing and/or distribution facility or in an operations environment
• Must have two (2) years of experience of clerical or administrative support experience
• Must have two (2) years experience working with Kronos or payroll systems, Coupa, and AP/AR systems

Preferred Qualifications:

• Have at least three (3) years of experience working in a manufacturing and/or distribution facility or in an operations environment
• Have at least three (3) years experience working with Kronos or payroll systems, Coupa, and AP/AR systems
• Have at least two (2) years office manufacturing experience