Office Administrator (30 hours) - Samuel, Son & Co (USA) : Job Details

Job DescriptionMAJOR RESPONSIBILITIES:

• Prepare accurate and timely customer invoices by gathering required paperwork for all daily shipments.
• Conduct margin analysis for orders under 5% and over 25%, correcting discrepancies as needed.
• Investigate, approve, and issue credit notes and vendor debit notes.
• Assist the sales department in resolving order costing issues.
• Answer and screen telephone inquiries professionally and efficiently.
• Greet visitors in a friendly and professional manner, ensuring they sign the visitor log and are provided appropriate safety wear (e.g., hard hats, safety glasses).
• Act as backup for the indirect material requisitioner.
• File A/P and A/R records, customer orders, and receivers.
• Serve as a super user for the AS400 system.
• Retrieve requested documentation for the sales team (e.g., invoices, MTRs).
• Enter inventory receipts into the system and scan corresponding documentation.
• Order office supplies and manage inventory.
• Apply document coding to invoices.
• Create reports and track purchase order receipts.
• Prepare customer delivery paperwork daily.
• Maintain reporting mechanisms for internal use.
• Monitor and report on daily production schedules.
• Run occasional errands, such as trips to the post office.

QUALITY SYSTEM REQUIREMENTS (AUTHORITY & RESPONSIBILITY):

• Initiate actions to prevent the occurrence of non-conformities related to products, processes, or quality systems.
• Identify and document issues related to products, processes, or quality systems.
• Recommend and provide solutions through designated channels.
• Verify the implementation of solutions and resolve nonconforming issues before further processing or delivery.
• Represent customer needs in internal functions to address ISO 9001 requirements.

TOOLS & EQUIPMENT:

• Desktop computer and software (Microsoft Word, Excel, PowerPoint, AS400 Sales).
• Multi-line phone system, calculator, and company documentation.

QUALIFICATIONS:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with AS400 system (preferred).
• Professional demeanor with excellent communication and interpersonal skills.
• Experience with multi-line phone systems.
• Minimum 2 years of related office experience.
• Strong attention to detail and organizational skills.
• A willingness to support the team and grow with the company.

This role requires a proactive individual who is detail-oriented and thrives in a collaborative environment. The ideal candidate will be flexible, customer-focused, and dedicated to maintaining high standards in administrative support.SAMACO#LI-CR1About UsAt Samuel, we believe every team member brings unique and valuable skills, experiences and knowledge to our thriving business - enabling us to build on over 167 years of success in the metals industry. We offer countless opportunities for our team members to develop and grow in their careers, empower them to make decisions on the job and be a part of driving positive change - within our organization and in the communities where we live and work. If you're seeking an inclusive, supportive and welcoming workplace to make your mark and grow your career, we have the programs, culture and opportunities to make it happen. We're stronger together. At Samuel we believe in a culture of equality. Respect and integrity are at our core. We are committed to building and embracing a diverse workforce and creating an environment that is open and inclusive for everyone. Samuel is an Equal Opportunity Employer. In the United States, we utilize E-Verify.About the Team At Samuel, meeting our customer needs is our top priority. With cost-effective distribution and just-in-time delivery of metals and industrial products across North America, we ensure our customers get exactly what they need - any time, anywhere and from a single source. Our focus on value-added processing services and innovative supply chain solutions allow us to work closely with our customers, ensuring their products are on the market on time. Thanks to our integrated network of products and services supported by our in-house technical leaders and market experts, we are uniquely positioned to become your supplier of choice.