Office Services Administrator

(functions considered essential as defined by ADA) 

• Ensures operating efficiencies through the effective utilization of assigned resources
• Coordinates and oversees TBOL & accessorial charge billings for assigned asphalt terminals.
• Reviews and facilitates resolution of issues or errors for all sales transactions.
• Perform various customer service activities including, but not limited to, facilitating resolution of accounts receivable or other issues, providing requested documents (BOLs, Invoices, Submittals, etc), and establishing good rapport to enhance a positive customer experience.
• Maintains appropriate files and follows regulatory and corporate requirements for assigned asphalt terminals.
• Coordinates and oversees the execution of all company social functions, and plans and executes a variety of company celebrations and support or schedule travel arrangements as needed.
• Ensures all functions in assigned offices operate efficiently and manages visitor and driver safety & security orientation requirements specific to each asphalt facility.
• Supervises switchboard, mailrooms and custodial services & Maintains all aspects of assigned office space/buildings, inside and out.
• Prepares, monitors and maintains various files, reports, records, systems, and documents including invoices, spreadsheets, etc.
• Coordinates all telephone system functions
• Provides mail processing for the office (i.e. incoming, outgoing, overnight packages, certified mail, etc.)
• Meets and greets visitors, liaise with vendors and consultants to coordinate services as needed
• Coordinates and oversees procurement activities for assigned asphalt terminals including requisitions, purchase orders, and vendor payments in Coupa. Manages coding for vendor invoices submitted through workflow and is point of contact for accounts payable questions or issues.
• Oversees Daily Inventory activities including deliveries, receipts, MIGOS, etc for assigned asphalt terminals.
• Manages month end inventory reconciliation for assigned asphalt terminals and is responsible for posting month end gains/losses of inventory.
• Reviews and facilitates resolution of PPTAS transactions errors and GRIR issues for receipts.
• Manages product purchase activities including orders with vendors, all master data DIG ticket entries, verifies vendor pricing matches negotiated prices, and inputs all necessary transactions in SAP.
• Tracks all inbound product purchases including asphalt and various additives for assigned asphalt terminals.
• Manages SDS documentation system process for assigned asphalt terminals and maintains SDS files
• Manages BOL Training and Inbound Documentation Training for assigned asphalt terminals.

• Act as department document control coordinator

May include some or all of the following:

• Acts as SAP site leader, coordinating all aspects of SAP conversion relating to assigned asphalt terminals including analysis, testing and training
• Acts as administrator for sales, purchases, freight and any other assigned contracts. Input assigned contracts and maintain contracts as directed
• Ensure compliance on SOX policies and procedures throughout assigned transactions
• Manage SAP Material Master Data and monthly BOM updates.
• Oversees tasks performed by office staff member(s) on any assigned or related task or area

Special assignments or tasks assigned to the employee by their supervisor, as determined from time to time in their sole and complete discretion

Intermediate to advanced ability to apply complex clerical and data entry assignments based on broadly defined guidelines. Working knowledge of Microsoft products. Proficient with spreadsheet, presentation and word processing applications; strong planning, interpersonal, organizational, leadership, tact and maturity. Ability to communicate effectively with others, both written and verbal communication, and perform intermediate mathematical calculations. Intermediate reading and writing skills.