Summary

Reporting to the Office Manager, the Plant Administrator is responsible for general office management; certain purchasing, accounting, customer service functions; administrative support and oversight to office personnel as needed. The primary objective is to provide business operations and administrative support to plant management and sales and marketing teams, ensuring safe, dependable, and cost-effective operations and growth.

Principle Responsibilities/Key Results Areas

Customer Management Support

• Maintain relationships by responding to customer inquiries.
• Learn to read contracts and understand customer billing.
• Work with sales team and accounting to support on-boarding of new Cordia customers.
• Learn customer billing and entering rates in Munibilling.
• Process monthly customer invoices; manage credit and collections activities.
• Support end-of-month accounting process by responding to data requests from corporate accounting.

Invoicing

• Process PO invoices with invoice receipt to accounting.
• Code non-PO invoices and forward them to accounts payable.
• Track invoices through payment cycle and maintain log.
• Investigate and respond to vendors regarding payments and other inquiries.
• Respond to data inquiries from corporate accounting.

Procurement Management

• Utilize plant ERP system to manage work orders and purchase orders.
• Provide proper coding and process plant purchase orders for materials and services.
• Work with plant personnel to be sure purchase orders are coded correctly.

Vendor Management

• Collect and enter vender profile information into SharePoint.
• Monitor vendor onboarding and report to plant personnel.

Overall Responsibility for Administrative Facilities Management

• Administrative support to staff as needed.
• Answer telephones, process daily mail, maintain office supplies, filing, issue forms for safety shoes and safety glasses to employees, perform document and record management activities.
• Office and plant appearance / organization
• Support marketing team with events, as needed.

Requirements - Experience & Education

Working Conditions

• Some overtime is required as special projects arise.
• Limited overnight travel for company meetings and company and/or vendor training
• Occasionally requires wearing personal protective safety equipment (safety glasses, hard hat, plugs, etc.)
• Occasionally lifting 35 lbs. as appropriate to perform duties and responsibilities.