Administrative Assistant

Job Description

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

Responsibilities

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 approvalTax Exempt CertificatesReference 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 GreetingMaintain “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 uniformsOrganizing and maintaining inventory and cleanliness of supplies in cabinetsAssist 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.

Qualifications

Minimum Requirements

Must be at least eighteen (18) years of ageMust be legally authorized to work in the country of employment without needing sponsorship for employment work visa status now or in the futureMust have two (2) years of work experience in a manufacturing and/or distribution facility or in an operations environmentMust have two (2) years of experience of clerical or administrative support experienceMust 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 environmentHave 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

About Us

Here, we believe there’s not one path to success, we believe in careers that grow with you. Whoever you are or wherever you come from in the world, there’s a place for you at Sherwin-Williams. We provide you with the opportunity to explore your curiosity and drive us forward. Sherwin-Williams values the unique talents and abilities from all backgrounds and characteristics. All qualified individuals are encouraged to apply, including individuals with disabilities and Protected Veterans. We’ll give you the space to share your strengths and we want you show us what you can do. You can innovate, grow and discover in a place where you can thrive and Let Your Colors Show!

At Sherwin-Williams, part of our mission is to help our employees and their families live healthier, save smarter and feel better. This starts with a wide range of world-class benefits designed for you. From retirement to health care, from total well-being to your daily commute—it matters to us. A general description of benefits offered can be found at http://www.myswbenefits.com/ . Click on “Candidates” to view benefit offerings that you may be eligible for if you are hired as a Sherwin-Williams employee.

Compensation decisions are dependent on the facts and circumstances of each case and will impact where actual compensation may fall within the stated wage range. The wage range listed for this role takes into account the wide range of factors considered in making compensation decisions including skill sets; experience and training; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled.

The wage range, other compensation, and benefits information listed is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, with or without notice, subject to applicable law.

Sherwin-Williams is proud to be an Equal Employment Opportunity/Affirmative Action employer committed to an inclusive and diverse workplace. All qualified candidates will receive consideration for employment and will not be discriminated against based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, age, pregnancy, genetic information, creed, marital status or any other consideration prohibited by law or by contract.

As a VEVRAA Federal Contractor, Sherwin-Williams requests state and local employment services delivery systems to provide priority referral of Protected Veterans.