Administrative Coordinator – Marion, OH

Race Rock Group; Marion (OH); On-site; USD 39,000 - 50,000; Full time

Job summary

Race Rock Group is seeking an Administrative Coordinator to support both Highway Safety and Ohio Galvanizing. This role handles accounting, customer service, shipping and receiving, scheduling, and receptionist duties to keep daily operations running smoothly in a fast-paced manufacturing environment.

The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while delivering excellent service to customers and internal teams across both facilities.

Responsibilities

• Answer, screen, and direct incoming telephone calls.
• Welcome and assist truck drivers, vendors, customers, and visitors.
• Maintain office supply inventory and coordinate office equipment maintenance as needed.
• Process Accounts Receivable, including invoicing, aging reports, deposits, and applying payments.
• Create and invoice orders and act as the administrative contact for relevant transactions.
• Prepare and process daily shipping and receiving documentation and related paperwork.
• Maintain production, shipping, and operational spreadsheets and calendar scheduling.

Job description

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.

DUTIES AND RESPONSIBILITIES:

The following statements are intended to describe the general nature and level of work being performed and are not to be construed as an exhaustive list of all responsibilities.

Ohio Galvanizing

• 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:
  • Report Nucor black inventory.
  • 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.

CONDITIONS OF EMPLOYMENT

• SuccSuccessful 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 EFFORT

• 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.