Administrative Support - Customer Service

Position Summary

The Administrative Support individual is responsible for supporting customer service and supply chain functions while assisting with day-to-day operational activities for the plant and business. This role works cross-functionally with production, shipping, warehouse, purchasing, accounting, scheduling, suppliers, and customers to support customer satisfaction, inventory accuracy, and operational efficiency.

This position supports the full order lifecycle from order entry through invoicing while assisting with purchasing activities, raw material ordering, inventory monitoring, supplier coordination, and continuous improvement initiatives. The ideal candidate will have experience in manufacturing, production, customer service, inventory control, purchasing support, and supply chain coordination.

This position will also provide support to the Clinton facility as needed.

DUTIES AND RESPONSIBILITIES

Business Excellence & Cross-Functional Collaboration

• Partner cross-functionally with production, shipping, maintenance, warehouse, purchasing, scheduling, accounting, and management teams to review product orders, backlog, inventory levels, and production performance to identify opportunities to improve efficiencies. 
• Support operational and customer service activities for the Clinton facility as needed. 
• Support continuous improvement initiatives focused on cost, quality, inventory management, and delivery performance. 
• Assist in identifying opportunities for process improvements and provide recommendations to management. 
• Assist with monitoring and reporting operational and inventory-related metrics. 
• Help monitor purchasing and inventory activity and communicate potential concerns to management. 
• Participate in onboarding and training by supporting customer, product, and operational knowledge sharing. 
• Report monthly customer and freight related accruals to accounting. 
• Actively participate in and support all safety initiatives. 

Purchasing, Inventory & Supply Chain Support

• Support purchasing activities including creating, processing, and following up on purchase orders with suppliers. 
• Order raw materials and supplies to support production schedules and customer requirements. 
• Monitor purchasing activity and assist in identifying shortages, trends, or potential supply concerns. 
• Assist with supplier communication regarding deliveries, shortages, and order updates. 
• Support inventory monitoring activities to help maintain appropriate inventory levels for production and customer requirements. 
• Assist with monitoring inventory levels, safety stock, and reorder points in coordination with operations and supply chain teams. 
• Monitor inventory accuracy and assist with inventory reconciliation activities. 
• Partner with warehouse teams in the completion of monthly, quarterly, and year-end physical inventories; reconcile inventories and report findings to accounting. 
• Support inventory control efforts and assist with maintaining inventory accuracy. 

Order Management / Customer Support / Customer Experience

• Maintain customer price lists to ensure accuracy and reduce pricing-related credits. 
• Ensure accurate and timely order entry, order confirmation, and invoicing. 
• Coordinate customer orders from entry through shipment and invoicing. 
• Support customer satisfaction through timely communication, scheduling coordination, and follow-up delivery. 
• Support logistics and transportation scheduling to meet customer requirements. 
• Provide customers with updates regarding order status, anticipated ship dates, inventory levels, product availability, issues, and resolutions. 
• Attend daily production meetings and communicate product shortages or supply concerns. 
• Review invoicing and accounts receivable communications to proactively identify and resolve discrepancies. 
• Monitor inventory levels and support accurate and on-time shipment of finished goods. 
• Communicate customer shipping requirements, routings, and special instructions. 
• Respond to customer inquiries in a timely, professional, and solution-oriented manner. 
• Foster customer loyalty through high-quality service and effective communication. 
• Regularly evaluate service levels and solicit customer feedback to support continuous improvement. 
• Investigate customer issues and follow problems through resolution to help prevent recurring issues. 

Sales Support

• Communicate price changes to customers as directed. 
• Assist with new customer setup and onboarding. 
• Monitor customer order patterns and provide feedback regarding significant changes and trends. 
• Coordinate sample requests and prototype deliveries to customers. 

Other Responsibilities

• Travel up to 10% as required, including support for other company facilities. 
• Perform other related duties as assigned by management. 

SUPERVISORY RESPONSIBILITIES

• This position does not have direct supervisory responsibilities. 

QUALIFICATIONS

• Prefer bachelor’s degree in business, Supply Chain Management, Operations Management, or related discipline preferred. Or a minimum of 3–5 years of related experience in a manufacturing environment; or equivalent combination of education and experience. 
• Experience in manufacturing, production, customer service, inventory control, purchasing support, or supply chain coordination preferred. 
• Experience supporting purchasing processes, supplier communication, and inventory coordination preferred. 
• Familiarity with inventory monitoring practices including safety stock and reorder point concepts preferred. 
• Strong organizational, analytical, and communication skills. 
• Proficient computer skills with Microsoft Office Suite and business systems software. 
• Ability to communicate effectively with managers, coworkers, vendors, suppliers, and customers. 
• Experience in a lean manufacturing environment is a plus.
• Proficient in communication with Spanish and English.