Administrative Manager

MP CHEMICALS LLC

Miami (FL)

On-site

USD 65,000 - 85,000

Full time

14 days+

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Benefits offered by this job

401(k)

401(k) matching

Company parties

Paid time off

Job summary

MP CHEMICALS LLC in Miami is seeking an Administrative Manager to oversee daily operations, financial transactions, and logistics. This key role supports multiple departments ensuring smooth business functionalities.

The ideal candidate will have a bachelor’s degree and at least 3 years of relevant experience, with strong organizational and analytical skills. Proficiency in Odoo and Microsoft Excel is essential.

Qualifications

3+ years of experience in administration, accounting, logistics, or purchasing.
Experience in small business environments preferred.
Strong knowledge of operational processes.

Responsibilities

Oversee administrative, financial, and operations functions.
Manage inventory replenishment and supplier relationships.
Coordinate logistics and ensure accuracy in order fulfillment.

Skills

Accounting knowledge

Logistics management

ERP systems (Odoo)

Microsoft Excel proficiency

Leadership skills

Analytical skills

Organizational skills

Education

Bachelor's degree in Business Administration or related field

Tools

Odoo

Microsoft Office

Job description

Benefits

401(k)
401(k) matching
Company parties
Paid time off

Job Summary

The Administrative Manager is responsible for overseeing and executing the company's core administrative, financial, operational, purchasing, logistics, and pricing functions. In a small business environment, this role serves as a key operational leader who manages the day-to-day activities required to keep the company running efficiently.

The Administrative Manager is responsible for processing accounting transactions, managing purchasing activities, coordinating logistics and shipments, maintaining pricing structures, supporting order fulfillment, and ensuring accurate data management within the ERP system. This position works closely with Sales, Warehouse, Production, Quality, and Management to ensure smooth business operations and exceptional customer service.

Key Responsibilities

Accounting & Financial Administration

Process vendor bills, customer invoices, credit notes, and payments.
Manage accounts payable and accounts receivable activities.
Monitor customer balances and assist with collections.
Reconcile vendor statements and resolve billing discrepancies.
Maintain accurate financial records within Odoo.
Assist with month‑end reporting and accounting documentation.
Coordinate with external accountants and auditors as needed.

Purchasing & Inventory Management

Monitor inventory levels and identify replenishment requirements.
Create and manage supplier purchase orders.
Obtain supplier quotations and negotiate pricing when appropriate.
Follow up on open purchase orders and delivery schedules.
Maintain supplier records, pricing, and purchasing documentation.
Coordinate inventory replenishment to prevent stock shortages.

Operations Management

Process customer purchase orders and verify order accuracy.
Coordinate order fulfillment activities between departments.
Monitor order status from entry through delivery.
Ensure customer requirements, special instructions, and deadlines are met.
Resolve operational issues affecting order fulfillment and customer satisfaction.
Maintain accurate operational records within the ERP system.

Logistics & Shipping

Coordinate domestic and international shipments.
Schedule freight pickups and deliveries.
Prepare shipping documentation, packing lists, and freight paperwork.
Track shipments and communicate status updates to customers and internal teams.
Work with freight carriers and logistics providers to resolve transportation issues.
Support import/export documentation and compliance requirements.

Pricing & Product Management

Maintain customer price lists and supplier pricing information.
Update pricing structures within Odoo.
Verify pricing accuracy before order processing and invoicing.
Support management with pricing reviews and margin analysis.
Maintain product master data, costs, and related documentation.
Ensure pricing consistency across all business systems.

ERP & Administrative Management

Maintain accurate data and records within Odoo.
Manage customer, vendor, and product master records.
Generate operational, inventory, purchasing, and financial reports.
Ensure documentation is properly attached and maintained within company systems.
Support process improvements and operational efficiency initiatives.
Maintain organized records and administrative documentation.

Cross‑Department Leadership

Serve as the primary administrative link between Sales, Warehouse, Production, Purchasing, Logistics, Quality, and Management.
Prioritize daily business activities to support company objectives.
Escalate critical issues affecting customers, inventory, shipments, or financial operations.
Assist management with special projects and strategic initiatives.
Ensure company policies and procedures are consistently followed.

Qualifications

Bachelor's degree in Business Administration, Accounting, Operations Management, Supply Chain, or related field preferred.
3+ years of experience in administration, accounting, operations, logistics, purchasing, or related business functions.
Experience working in small business or entrepreneurial environments preferred.
Strong knowledge of accounting, purchasing, inventory, logistics, and operational processes.
Experience with ERP systems, preferably Odoo.
Advanced proficiency in Microsoft Excel and Microsoft Office.
Excellent organizational, analytical, and problem‑solving skills.
Strong communication and leadership abilities.
Ability to manage multiple responsibilities independently.

Key Performance Indicators (KPIs)