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Administrative Assistant

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Sherwin-Williams

12d ago

  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
  • Hagerstown

AI generated summary

  • You must be 18+, authorized to work without sponsorship, with 2 years in clerical/admin support, and 2-3 years in manufacturing/distribution, plus experience with Kronos, Coupa, and AP/AR systems.
  • You will manage site supplies, process invoices, maintain accurate records, assist with inventory and shipping, support HR tasks, and ensure compliance with safety protocols daily.

Requirements

  • Must be at least eighteen (18) years of age
  • Must be legally authorized to work in the country of employment without needing sponsorship for employment work visa status now or in the future
  • Must have two (2) years of work experience in a manufacturing and/or distribution facility or in an operations environment
  • Must have two (2) years of experience of clerical or administrative support experience
  • Must have two (2) years experience working with Kronos or payroll systems, Coupa, and AP/AR systems
  • Have at least three (3) years of experience working in a manufacturing and/or distribution facility or in an operations environment
  • Have 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

Responsibilities

  • - 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 approval
  • - Tax Exempt Certificates
  • - Reference Sheets
  • - 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.
  • - 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.
  • - 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.
  • - Maintain “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 uniforms.
  • - Organizing and maintaining inventory and cleanliness of supplies in cabinets.
  • - Assist other departments as needed.
  • - Work in a safe manner following all EHS policies.
  • - Perform any other duties as directed.
  • - 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.
  • - 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.

FAQs

What are the core responsibilities of the Administrative Assistant position?

The core responsibilities include providing administrative support to accounting, shipping, receiving, safety, HR, and inventory. Specific tasks involve accounts payable, shipping/receiving, MRO purchasing, payroll assistance, and safety record maintenance.

What are the working hours for this position?

The working hours for this position are Monday through Friday, from 7:30 AM to 4:00 PM.

Is travel required for this role?

Yes, there is a requirement for 5% travel associated with this position.

What benefits are offered to employees in this position?

Benefits include health coverage (medical, dental, and vision), Flexible Spending Accounts (FSAs), disability coverage, retirement savings benefits, a generous time away from work package, and more.

What is the compensation structure for the Administrative Assistant?

Compensation decisions vary based on factors such as skill sets, experience, and organizational needs, and specific wage ranges are provided in the job posting.

Are there any specific qualifications required for this position?

Yes, candidates must be at least 18 years old, legally authorized to work without visa sponsorship, and have two years of experience in a manufacturing or distribution facility, as well as in clerical or administrative support roles.

Is there an opportunity for career growth within the company?

Yes, Sherwin-Williams believes in careers that grow with employees and offers opportunities for innovation and personal development.

What is the company’s stance on diversity and inclusion?

Sherwin-Williams is committed to an inclusive and diverse workplace, encouraging all qualified individuals to apply, including people from various backgrounds and protected groups.

How does the company handle applicants with arrest or conviction records?

Qualified applicants with arrest or conviction records will be considered for employment in accordance with applicable federal, state, and local laws.

What kind of training or support is available for new hires?

New hires will be provided with orientation and copies of necessary paperwork, as well as support from HRM regarding payroll and employee events.

Sherwin-Williams

Discover a career where you can Let Your Colors Show.

Manufacturing & Electronics
Industry
10,001+
Employees

Mission & Purpose

Sherwin-Williams is a company that operates in the paint and coatings industry, providing a wide range of products for residential, commercial, and industrial applications. The company's primary focus is on manufacturing and selling paints, coatings, and related products, including stains, varnishes, and surface preparation materials. Sherwin-Williams' overarching goal is to be a leading provider of quality coatings, offering innovative and sustainable solutions to protect and enhance surfaces. Their purpose revolves around providing customers with high-performance products, expert advice, and colour solutions to meet their painting and coating needs. Through their products and services, Sherwin-Williams aims to contribute to the aesthetics, durability, and sustainability of various structures and surfaces.

Benefits

  • (401(k) Plan) allows you to save money from your paycheck and earn employer matching contributions as a future source of income for retirement. It also allows you to become a shareholder of the Company and participate in its growth

  • Medical, dental and vision coverage

  • Life and accidental death and dismemberment (AD&D) insurance

  • The Balance 4 Well-Being program provides the opportunity to take online health reviews, receive health coaching, participate in online challenges and more

  • The Flu Shot Program pays for your annual flu shot each fall for you and your family