Administrative Assistant - Mexico, MO

ADM; Mexico (MO); On-site; USD 32,000 - 59,000; Full time

Benefits offered by this job

Paid time off

401k with matching

Tuition assistance

LinkedIn Learning

Job summary

ADM Mexico, MO is seeking an Administrative Assistant to maintain accurate production, inventory, shipping, and receiving records, ensuring timely data entry and supporting month-end reporting.

The role requires proficiency with ERP systems (Maximo and Coupa), strong Excel skills, attention to detail, and the ability to coordinate with operations, accounting, and supply chain teams to optimize data integrity and reporting processes.

Qualifications

• Strong attention to detail and organizational skills.
• Experience with ERP/inventory systems (Maximo or Coupa) preferred.
• Proficiency in Microsoft Excel and data management.
• Ability to prioritize multiple tasks in a fast-paced environment.

Responsibilities

• Maintain purchasing records and documentation with accuracy.
• Create, process, and track purchase orders in Maximo and Coupa.
• Issue and maintain monthly and annual purchase orders.
• Match receipts to purchase orders and process invoices.
• Assist with vendor communications and price comparisons.
• Develop spreadsheets and reports to support purchasing activities.
• Maintain daily production and inventory records.
• Upload and maintain production reports for reporting.
• Serve as primary contact for calls and visitors.
• Provide admin support to operations and leadership teams.

Skills

Attention to detail

Excel proficiency

Maximo

Coupa

Analytical thinking

Effective communication

Tools

Maximo

Coupa

Excel

Job description

Job Title

Administrative Assistant - Mexico, MO

Department/Function

Operations: Manufacturing, Production, Maintenance, Utilities

Job Description

Administrative Assistant – Mexico, MO

Job Summary

The Administrative Assistant is responsible for maintaining accurate production, inventory, shipping, and receiving records supporting the Mexico, MO operations. This roles ensures timely data entry, inventory reconciliation, purchase order management, invoice processing, and month-end reporting.

Job Responsibilities

• Maintain purchasing records, files, and documentation while ensuring accuracy and compliance with company procedures.
• Create, process, and track purchase orders in Maximo and Coupa to ensure timely procurement and accurate order status.
• Issue and maintain monthly and annual purchase orders for production chemicals and other operational materials.
• Match receiving documentation with purchase orders, process invoices, and resolve purchasing, receiving, and invoicing discrepancies.
• Assist with vendor communications, including price comparisons, warranty claims, returns, and resolution of shipping or receiving issues.
• Develop and maintain spreadsheets, reports, and databases to support purchasing activities, inventory management, and plant cost analysis.
• Maintain daily production and inventory records to support manufacturing operations and ensure accurate reporting.
• Update inventory management systems with production, shipment, and receiving data to maintain accurate inventory balances.
• Record and track daily shipments, maintaining detailed inventory spreadsheets and supporting documentation.
• Reconcile production, inventory, and shipment data, investigating and resolving discrepancies to ensure data integrity.
• Complete month-end reporting and inventory reconciliations.
• Upload and maintain production reports while supporting accurate operational and financial reporting.
• Serve as the primary point of contact for incoming phone calls, visitors, and general office inquiries, providing professional customer service.
• Maintain organized production, purchasing, inventory, and financial records in accordance with company record retention requirements.
• Provide administrative support to operations, maintenance, accounting, and leadership teams, assisting with special projects and other duties as assigned.

Job Requirements

• Strong attention to detail with excellent organizational skills.
• Ability to reconcile inventory, production, and financial data accurately.
• Experience working with ERP and inventory management systems such as Maximo or Coupa preferred.
• Proficiency in Microsoft Excel and spreadsheet management.
• Strong analytical and problem-solving skills.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced manufacturing environment.
• Effective verbal and written communication skills.
• Ability to work independently while collaborating with operations, accounting, and supply chain teams.

Excited about this role but don’t think you meet every requirement listed? We encourage you to apply anyway. You may be just the right candidate for this role or another one of our openings.

ADM requires the successful completion of a background check.

REF:111749BR "AJCIND"

Req/Job ID

111734BR

City

Mexico

State

MO - Missouri

Ref ID

#LI-SC1

About ADM

At ADM, we unlock the power of nature to provide access to nutrition worldwide. With industry-advancing innovations, a complete portfolio of ingredients and solutions to meet any taste, and a commitment to sustainability, we give customers an edge in solving the nutritional challenges of today and tomorrow. We’re a global leader in human and animal nutrition and the world’s premier agricultural origination and processing company. Our breadth, depth, insights, facilities and logistical expertise give us unparalleled capabilities to meet needs for food, beverages, health and wellness, and more. From the seed of the idea to the outcome of the solution, we enrich the quality of life the world over. Learn more at www.adm.com.

#IncludingYou

Diversity, equity, inclusion and belonging are cornerstones of ADM’s efforts to continue innovating, driving growth, and delivering outstanding performance. We are committed to attracting and retaining a diverse workforce and create welcoming, truly inclusive work environments — environments that enable every ADM colleague to feel comfortable on the job, make meaningful contributions to our success, and grow their career. We respect and value the unique backgrounds and experiences that each person can bring to ADM because we know that diversity of perspectives makes us better, together.

We welcome everyone to apply. We are committed to ensuring all qualified applicants receive consideration for employment regardless of race, color, ethnicity, disability, religion, national origin, language, gender, gender identity, gender expression, marital status, sexual orientation, age, protected veteran status, or any other characteristic protected by law

Benefits and Perks

Enriching the quality of life for the world begins by taking care of our colleagues. In addition to competitive pay, we support your diverse needs with a comprehensive total rewards package to enhance your well-being, including:

• Physical wellness – medical/Rx, dental, vision and on-site wellness center access or gym reimbursement (as applicable).
• Financial wellness – flexible spending accounts, health savings account, 401(k) with matching contributions and cash balance plan, discounted employee stock purchasing program, life insurance, disability, workers’ compensation, legal assistance, identity theft protection.
• Mental and social wellness – Employee Assistance Program (EAP), Employee Resource Groups (ERGs) and Colleague Giving Programs (ADM Cares).

Additional benefits include:

• Paid time off including paid holidays.
• Adoption assistance and paid maternity and parental leave.
• Tuition assistance.
• Company-sponsored training and development resources, such as LinkedIn Learning, language training and mentoring programs.

*Benefits may vary for bargained locations, confirm benefit eligibility with your recruiter.

Base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. Hourly and salaried non-exempt employees will also be paid overtime pay when working qualifying overtime hours.

If hired, employees will be in an “at-will position” and the Company reserves the right to modify base pay (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

The pay range for this position is expected to be between:

$32,200.00 - $59,000.00