Administrative Coordinator

Job Summary

The Administrative Coordinator provides administrative support for both Highway Safety and Ohio Galvanizing. This position is responsible for a variety of accounting, customer service, shipping and receiving, scheduling, and receptionist functions that support the daily operations of both facilities. The successful candidate must be highly organized, detail-oriented, and capable of managing multiple priorities while delivering excellent customer service in a fast-paced manufacturing environment.

Essential Duties and Responsibilities

Ohio Galvanizing

• Answer, screen, and direct incoming telephone calls.
• Welcome and assist truck drivers, delivery personnel, vendors, customers, and visitors.
• Maintain office supply inventory and coordinate office equipment maintenance as needed.
• Perform Accounts Receivable functions, including:
  • Prepare and distribute customer invoices.
  • Maintain Accounts Receivable aging reports.
  • Process ACH and check deposits.
  • Apply customer payments and maintain accurate customer account records.
  • Create and invoice all Nucor and Custom orders.
• Serve as the primary administrative point of contact for Nucor transactions and communications.
• Complete month-end administrative responsibilities, including:
  • Report Nucor black inventory.
  • Process Highway Safety intercompany invoices.
  • Update pricing within Sage.
  • Generate month-end reports.
• Provide backup support for the Sales Account Manager and Shipping Coordinator.
• Maintain organized electronic and paper filing systems.
• Assist with special projects and other administrative duties as assigned.

Highway Safety

• Prepare and process daily shipping and receiving documentation.
• Print and assemble Bills of Lading (BOLs), shipping tags, pick sheets, sales orders, invoices, and related shipping documents.
• Email and electronically file completed shipping documentation to the Corporate Team.
• Maintain and update production, shipping, and operational spreadsheets.
• Monitor the shipping schedule to ensure all paperwork is prepared prior to scheduled customer pickups.
• Communicate daily with the sales team, customers, freight brokers, and carriers regarding shipment status and scheduling.
• Provide administrative support to shipping and receiving operations.
• Cross-train to provide departmental backup coverage as needed.

• Manage CT sales orders and transfers to ensure required products are produced, transferred, invoiced, and available to meet scheduled ship dates.
• Monitor inventory and production levels to support timely shipments to CT.

Minimum Qualifications

• High school diploma or equivalent required.
• Two (2) or more years of administrative experience preferred.
• Manufacturing or industrial office experience preferred.
• Experience with Microsoft Office applications required.
• Experience with Sage or similar ERP software preferred.
• Equivalent combinations of education and relevant work experience may be considered.
• Knowledge, Skills, and Abilities
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Strong customer service skills.
• High degree of accuracy and attention to detail.
• Basic accounting and general math skills.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Ability to learn and effectively use Sage and other business software.
• Ability to prioritize multiple tasks and meet deadlines.
• Ability to work independently with minimal supervision.
• Ability to maintain confidentiality.
• Ability to work effectively in a team environment.
• Ability to adapt to changing priorities in a fast-paced manufacturing environment.

Conditions of Employment

• Successful completion of a post-offer, pre-employment physical examination and medical history review.
• Successful completion of all pre-employment screenings required by company policy.
• Working Conditions and Physical Requirements
• Work is performed primarily in an office environment located within a manufacturing facility.
• Frequent interaction with employees, customers, vendors, truck drivers, and visitors.
• Regular use of computers, telephones, and other office equipment.
• Ability to sit, stand, walk, and use a computer for extended periods.
• Occasional walking throughout the manufacturing facility.
• Occasionally lift and carry items weighing up to 25 pounds.
• Minimal exposure to physical hazards when following established safety procedures.