Administrative Coordinator

Race Rock; Marion (OH); On-site; USD 38,000 - 54,000; Full time

Job summary

Race Rock is seeking an Administrative Coordinator to provide administrative support for both Highway Safety and Ohio Galvanizing. The role covers accounting, customer service, shipping/receiving, scheduling, and receptionist duties to support daily manufacturing operations.

The candidate should be highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment while delivering excellent customer service.

Qualifications

• Strong organizational and time management abilities.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office and ERP systems such as Sage.

Responsibilities

• Answer, screen, and direct incoming telephone calls.
• Welcome and assist truck drivers, vendors, customers, and visitors.
• Maintain office supply inventory and coordinate equipment maintenance.
• Process accounts receivable, invoices, and customer payments.
• Prepare and invoice orders and serve as contact for Nucor transactions.
• Complete month‑end administrative tasks and generate reports.
• Provide backup support for Sales Account Manager and Shipping Coordinator.

Skills

Strong organizational skills

Time management

Verbal and written communication

Microsoft Office

Sage ERP

Customer service

Education

High school diploma or equivalent

Tools

Sage

Microsoft Office

Job description

Location: 467 W Fairground St Marion, OH 43302

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

• 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:
• 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.
• 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.
• 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.
• Ability to maintain confidentiality.
• Ability to work effectively in a team environment.
• Ability to adapt to changing priorities in a fast-paced manufacturing environment.

Conditions of Employment

• Successful completion of a post-offer, pre-employment physical examination and medical history review.
• Successful completion of all pre-employment screenings required by company policy.
• Working Conditions and Physical Requirements
• Work is performed primarily in an office environment located within a manufacturing facility.
• Frequent interaction with employees, customers, vendors, truck drivers, and visitors.
• Regular use of computers, telephones, and other office equipment.
• Ability to sit, stand, walk, and use a computer for extended periods.
• Occasional walking throughout the manufacturing facility.
• Occasionally lift and carry items weighing up to 25 pounds.
• Minimal exposure to physical hazards when following established safety procedures.