Operations & Shipping Administrative Assistant

Job DescriptionThe Operations & Shipping Administrative Assistant will work cross functionally with multiple departments and serve a key role in supporting daily operations with dispatch, receiving, billing, toll processing, 3 rd party material handling, and Special Steels coordination.The role also includes responsibilities for ensuring that various documentation systems are maintained for transportation, inventory, accounting, purchasing, billing, and scheduling.In addition, this position may be directed to carry out various tasks to meet the needs of internal and external customers of the St. Paul CTL facility in support functions for the Operations Manager, Finance, and Procurement as needed.Essential Responsibilities / FunctionsIn conjunction with the Operations Assistant and Shipping Coordinators: Communicates with truck carriers and coordinates logistics for all Will Call shipments out of the St. Paul facility. Coordinates all shipping/receiving functions of the Special Steels product needs at the St. Paul facility. Reviews incoming 3 rd party material and ensures corresponding paperwork is accurate for its receipt (BOLs, Mill Certs, etc.). Ensures purchase orders agree with corresponding receiving documentation as well as vendor invoices with respect to: quantities, product grade, dimensions and additional customer requirements. Assists in the receiving of coil and discrete plate into inventory, including the creation of coil/plate tags. Maintains the shipping appointment schedule to ensure a smooth flow of trucks through the facility. Verifies truck drivers are made aware of SSAB’s safety policy and instructs them to follow all rules and regulations while inside the facility. Investigates discrepancies with either the vendor or appropriate internal department to ensure correct payment and processing within the financial systems. Expedites shipments at the request of sales and/or customer. Assists and serves as a back-up to office staff in all other receiving, scheduling, and billing of truck and rail shipments. Administrative duties for various departments and the Operations Manager as assigned such as: Maintains files and scans documents for use in the various operational departments (i.e. – shipping/receiving, production, safety, environmental, etc.). Performs Accounts Payable functions by receiving incoming invoices, verifying receipt of corresponding product and processing in the ERP system. Receives raw material inventory into the ERP system and coordinates with suppliers if documentation is missing. Qualifications – Education And Experience Experience and Competencies Required: 2+ years of experience with administrative/clerical positions, preferably in a logistical capacity supporting or coordinating dispatch, shipping, receiving, supply chain, etc. Strong verbal and written communication skills with attention to detail High energy and self-motivated Excellent organizational skills and ability to multi-task Must be able to work independently and with a team Quick decision making and flexibility in stressful situations Proficient general computer skills (Excel) and able to easily learn new systems Not be afraid of confrontation and speaking in front of small groups EducationRequired: High school diploma / GED Preferred A post-secondary degree in Business, Supply Chain, Logistics or relevant industrial or manufacturing experience. Supervisory Responsibilities / Direct ReportsPosition has no supervisory responsibilitiesWork Environment And Physical RequirementsThe employee will work in the following conditions: Primarily indoors in an office setting At times, in heat and extreme cold At times, in wet and humid conditions At times, amid dust and dirt At times, amid noise While wearing safety equipment and/or clothing for protection from hazards The Employee Will Frequently Be Required To Twist at waist level, reach above shoulder level, reach at and/or below waist level Handle, grip, hold, and grasp with both hands together or separately Finger and feel with both hands together or separately, sense temperature and textures The Employee Will Occasionally Be Required To Balance, stoop, kneel, crouch, or climb Push, pull, lift, and/or carry items weighing less than 30 pounds The Position Requires The Following Vision And Hearing Capabilities Talking person to person, on the phone, and/or in group settings Hearing in person, on the phone, and/or in group settings Vision at near, mid, and far range The employee will be required to sit, stand, and/or walk as follows: Sitting 0-8 hours at a time; average 5-6 hours a day Standing 0-8 hours at a time; average 1-2 hours a day Walking 0-8 hours at a time; average 1-2 hours a day Alternate sitting and standing as needed The employee will be required to use the following machines or tools: Standard office equipment (computers, phones, photocopiers, filing cabinets, etc.) Computer software systems and databases Two-way radio communications Occasional use of measurement tools (micrometer, caliper, tape measure) Position Type - Work Hours - Travel RequirementsInclude expected hours of work and travel requirements. Position is full time, non-exempt, and is eligible for overtime Position works an eight (8) hour day shift, Monday through Friday Travel for this position is expected to comprise less than 2% of work hours Other DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be required of the employee for this job. Duties, responsibilities and activities may change at any time with or without noticeAbout UsBecoming part of the SSAB family means joining a journey. A journey that we believe is essential for the sustainability of this planet. Steel has been one of the most important materials for developing our society and it will continue to be so. In the roofs over our heads, in the bridges connecting our cities and in the cars of tomorrow. At SSAB we are proud of our history and leadership in high-strength steel. But we are also aware that the production of steel is one of the largest emitters of greenhouse gases in the world. That has to change. That is why we have developed the world’s first fossil free steel production and has committed to becoming largely fossil-free. As part of SSAB you will be instrumental in realizing this goal and push for the green transformation of the whole steel industry.About The TeamSSAB Americas is responsible for sales of heavy plate in North America and for steel and plate production in Montpelier, USA.