[Hiring] Site Administrator @Chemtrade

Role Description

The Site Administrator provides comprehensive administrative and operational support across inventory management, accounts receivable, customer service, human resources, and general office operations. This position serves as a key liaison between plant operations, finance, customer service, commercial teams, human resources, and external customers to ensure:

• Accurate inventory reporting
• Timely and accurate customer invoicing
• Effective shipment coordination
• Efficient administrative processes

Qualifications

• Associate degree or equivalent combination of education and experience; related college or university degree preferred.
• Demonstrated experience in accounts receivable, customer invoicing, billing adjustments, and invoice discrepancy resolution required.
• Strong understanding of AR processes, including credit and debit memos, customer account maintenance, invoice submission, and collections or past-due invoice follow-up.
• Experience researching billing discrepancies and reconciling invoice information using supporting documentation and cross-functional resources.
• 0–3 years of experience in customer support, supply chain, accounting, or a related function; manufacturing or office environment experience preferred.
• Proficiency in SAP or a comparable ERP system preferred.
• Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook.
• Strong verbal and written communication skills, with the ability to interact professionally with customers, vendors, and internal stakeholders regarding billing and payment issues.
• Exceptional attention to detail, accuracy, organization, and time management, with the ability to prioritize competing tasks and meet deadlines.
• Strong analytical and problem-solving skills, with the ability to investigate discrepancies, identify root causes, and implement practical solutions.
• Ability to work independently with minimal supervision while collaborating effectively across departments.
• Willingness to learn and adapt to new technologies, systems, and processes.
• Ability to handle confidential financial, customer, and employee information with discretion and maintain high ethical standards.
• Commitment to safety, quality, procedural compliance, and continuous improvement in an industrial environment.

Responsibilities

• Inventory Management
  • Generate daily production reports and maintain daily inventory transactions in SAP, monitoring adjustments to ensure accurate reporting and prevent negative impacts.
  • Complete month-end production postings, identify abnormal inventory or production variances, and coordinate investigations and corrective actions.
  • Verify available inventory against customer orders and coordinate outgoing shipment schedules with customers and internal teams.
  • Prepare and distribute Bills of Lading and related shipment documentation to operations personnel.
  • Coordinate domestic and international freight arrangements with carriers and prepare required customs documentation.
• Accounts Receivable and Customer Invoice Support
  • Prepare and process all non-automated customer invoices, ensuring billing accuracy and timely submission.
  • Research and resolve invoice discrepancies by reviewing Bills of Lading, weight tickets, shipment records, and other supporting documentation.
  • Process invoice cancellations, reissues, freight and weight adjustments, and customer credit and debit memos.
  • Create new customer accounts and maintain customer contracts, profiles, and related information in SAP.
  • Review accounts receivable aging reports and communicate with customers regarding overdue invoices, outstanding balances, and payment requirements.
  • Collaborate with Accounting, Sales, Customer Service, plant personnel, and customers to resolve billing issues and close outstanding invoice items.
  • Follow established financial controls, risk management, and compliance procedures while identifying opportunities to improve billing accuracy and efficiency.
• Human Resources and Office Administration
  • Coordinate employee onboarding equipment requirements with IT to ensure necessary devices and equipment are available for new hires.
  • Maintain accurate and confidential electronic personnel files and assist employees with routine HR-related needs in coordination with Corporate HR.
  • Support Corporate HR projects and administrative requests.
  • Coordinate employee engagement activities, monthly site events, plant lunches, holiday celebrations, and customer events.
  • Purchase office, laboratory, and approved operational supplies; create purchase orders and coordinate with vendors regarding orders and deliveries.
• Systems, Compliance, and General Administrative Support
  • Serve as the Polytec SAP super user, assisting employees with system-related issues and coordinating with IT as needed.
  • Support internal and external audits by retrieving requested invoices, order samples, inventory records, shipment documents, and other supporting materials; participate in audit training and demonstrate applicable systems when required.
  • Maintain and upload required documentation in SharePoint and other designated systems.
  • Coordinate inventory, invoicing, and administrative documentation required for month-end deadlines.

Benefits

• Competitive salary range of $54,000.00 - $64,000.00 + bonus + benefits.
• Family-friendly benefits and opportunities for career growth and advancement.
• Commitment to work-life balance and employee well-being.