Operations Admin & ERP Support Specialist

Zeon Chemicals Inc; Louisville (KY); Hybrid; USD 50,000 - 65,000; Full time

Job summary

Zeon Chemicals Inc in Louisville, KY seeks an Operations Assistant to provide general administrative support across ZSM and subsidiaries, reporting to Sales Operations Manager. The role handles imports, order processing, document control, SharePoint records, contract administration, tradeshow prep, and coordination with remote offices, with a hybrid work pattern.

Candidates should have 5+ years in a business office setting and hands-on ERP experience (SAP preferred), strong communication, and

Qualifications

• 5+ years working in a business office environment providing Administrative / Customer Service / Order Processing / or Logistics Support.
• ERP SYSTEM: Min 1 year experience using SAP, Dynamics, PeopleSoft, or Oracle for Purchase Order Entry and/or Logistics/Shipment recording. Preference for SAP.
• FILE ORGANIZATION: familiarity with electronic workflows. Demonstrated familiarity with bothMicrosoft SharePoint lists and document libraries.
• COMMUNICATIONS: experience working in an environment that required email and verbal communications in a concise, professional tone with an emphasis on accuracy and timeliness.
• COMPLEX: experience working in a position where it was required to perform multiple tasks – as example, inbound shipments + preparation for tradeshow; time sensitive customer mass communication + updating company procedures.

Responsibilities

• IMPORTS + ORDERING: Submit orders to vendors. Monitor inbound finished goods shipments and ensure broker, freight forwarder, customer, and internal colleagues are furnished required information (documents, quality data) in a precise, timely manner. Updates ERP system records.
• DOCUMENT CONTROL: Coordinates updates to company procedures (standard operating procedures) and rules as Document Control Administrator of the system. Collaborates with staff to harmonize procedures and documentation across ZSM and its subsidiaries. Ensures training records are kept up to date.
• CONTRACTS + AGREEMENTS: Maintain Company’s SharePoint Contract/Agreement database ensuring action is taken for any renewal/expirations. Collects necessary approvals internally and externally.
• SHAREPOINT: Maintain Company’s records electronically using SharePoint. Keeps records organized in a highly structured fashion. Organizes data from ZSM and its subsidiaries into common structure.
• COMMUNICATIONS: Lead the coordination and communication of notifications to customers and employees.
• PROMOTION: Assist the Commercial team in pre- and post-event tradeshow preparation including coordination with vendors, shipments, registrations, etc. across ZSM and its subsidiaries. Manage sampling to customers, including inventory and sampling log and reordering.
• REMOTE OFFICES: Coordinate with building owners for any service issues/needs at remote office locations in Metro Boston and San Jose, CA. Maintain close dialog with on-site staff as to needs.
• CONFIDENTIALITY: Initiates NDAs and maintains records and agreements in a confidential manner ensuring detail is only discussed and shared with approved employees and external parties. Maintains the trust of leadership as to the handling of confidential and sensitive information.
• OTHER: Perform other clerical and administrative duties as assigned by supervisor.

Skills

Administrative experience

Tools

SAP

Dynamics

PeopleSoft

Oracle

Job description

Zeon Chemicals Inc in Louisville, KY seeks an Operations Assistant to provide general administrative support across ZSM and subsidiaries, reporting to Sales Operations Manager. The role handles imports, order processing, document control, SharePoint records, contract administration, tradeshow prep, and coordination with remote offices, with a hybrid work pattern.

Candidates should have 5+ years in a business office setting and hands-on ERP experience (SAP preferred), strong communication, and