Job Description -- Administrative Coordinator

Reports To: Plant Operations Manager

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.

Procedure No. Administrative Coordinator

Original Date: 10/25/2024

Revision Date: 8/10/2026

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.

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Administrative Coordinator