Operations Administrative Assistant

Shaw Contract EMEA; Savannah (GA); On-site; USD 42,000 - 54,000; Full time

Job summary

Shaw Industries in Savannah is seeking an organized Administrative Assistant to support logistics and distribution operations. You will handle clerical tasks, coordinate meetings and site visits, and maintain accurate records including invoices and purchase documentation.

You'll interact with vendors, carriers, and internal teams, ensuring timely information flow, data entry, and compliance with company procedures in a fast-paced distribution environment.

Qualifications

• Associate’s degree OR GED with equivalent administrative experience.
• 2+ years of administrative support experience, ideally within operations, distribution, facilities, or a finance-related environment.
• Experience with invoice processing and a working understanding of basic accounting principles.
• Familiarity with ERP or invoice-management systems.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to confidently manage multiple priorities and deadlines in a fast-paced environment.
• A self-starter who can work independently with limited supervision.
• Strong interpersonal and communication skills with the ability to build relationships at all levels.
• Professional judgment and discretion when handling confidential information.
• Ability to prioritize, adapt, and take action when needs change.
• Ability to meet company attendance and punctuality expectations.

Responsibilities

• Provide administrative and clerical support to Plant Management and Savannah operations facilities.
• Coordinate meetings, site visits, appointments, leadership activities, and other operational needs.
• Prepare and maintain spreadsheets, reports, departmental documents, and business records, including data entry and basic analytics.
• Serve as a welcoming and professional point of contact for visitors, deliveries, vendors, and internal partners.
• Manage incoming mail, packages, and business shipping needs.
• Jump in on additional projects and administrative needs as priorities evolve.
• Review and process invoices using PeopleSoft or other company systems.
• Identify invoice discrepancies and partner with the appropriate teams or vendors to resolve issues.
• Support purchase orders, receiving, supply and service purchases, and matching exceptions.
• Assist with purchasing card documentation, statement review, and monthly reconciliation.
• Maintain organized receipts and supporting documentation to ensure records are accurate and audit ready.
• Serve as an administrative point of contact for vendors and service providers, including shipping carriers, janitorial services, pest control, and other facility partners.
• Help coordinate schedules, services, billing questions, and issue resolution.
• Manage FedEx and other business shipping activities.
• Coordinate office supplies, printers, departmental equipment, repairs, and other office resources.
• Maintain electronic and physical records for invoices, vendors, contracts, receipts, projects, and facility documentation.
• Ensure records are accurate, accessible, and maintained according to company requirements.
• Help gather and organize documentation for internal and external audits.
• Coordinate logistics for meetings, leadership activities, site visits, and team events.
• Help plan and execute facility, associate, and community activities.
• Build positive working relationships across departments and with external partners to help things run smoothly.

Skills

Organization

Time management

Communication

Independent worker

Attention to detail

Education

Associate’s degree OR GED

Tools

ERP systems

Invoice management

SharePoint

Smartsheet

Microsoft Office (Excel, Outlook, Word, PowerPoint)

Job description

Position Overview

We’re looking for an engaging, organized, and proactive Administrative Assistant to support our logistics and distribution operations in Savannah.

Job Title

Operations Administrative Assistant

What You’ll Do

Support the Day-to-Day Operation

• Provide administrative and clerical support to Plant Management and Savannah operations facilities.
• Coordinate meetings, site visits, appointments, leadership activities, and other operational needs.
• Prepare and maintain spreadsheets, reports, departmental documents, and business records, including data entry and basic analytics.
• Serve as a welcoming and professional point of contact for visitors, deliveries, vendors, and internal partners.
• Manage incoming mail, packages, and business shipping needs.
• Jump in on additional projects and administrative needs as priorities evolve.

Keep Purchasing & Financial Processes on Track

• Review and process invoices using PeopleSoft or other company systems.
• Identify invoice discrepancies and partner with the appropriate teams or vendors to resolve issues.
• Support purchase orders, receiving, supply and service purchases, and matching exceptions.
• Assist with purchasing card documentation, statement review, and monthly reconciliation.
• Maintain organized receipts and supporting documentation to ensure records are accurate and audit ready.

Coordinate Vendors & Facility Needs

• Serve as an administrative point of contact for vendors and service providers, including shipping carriers, janitorial services, pest control, and other facility partners.
• Help coordinate schedules, services, billing questions, and issue resolution.
• Manage FedEx and other business shipping activities.
• Coordinate office supplies, printers, departmental equipment, repairs, and other office resources.

Keep Us Organized

• Maintain electronic and physical records for invoices, vendors, contracts, receipts, projects, and facility documentation.
• Ensure records are accurate, accessible, and maintained according to company requirements.
• Help gather and organize documentation for internal and external audits.

Support Meetings, Events & Our People

• Coordinate logistics for meetings, leadership activities, site visits, and team events.
• Help plan and execute facility, associate, and community activities.
• Build positive working relationships across departments and with external partners to help things run smoothly.

What We’re Looking For

• Associate’s degree OR GED with equivalent administrative experience.
• 2+ years of administrative support experience, ideally within operations, distribution, facilities, or a finance-related environment.
• Experience with invoice processing and a working understanding of basic accounting principles.
• Familiarity with ERP or invoice-management systems.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to confidently manage multiple priorities and deadlines in a fast-paced environment.
• A self-starter who can work independently with limited supervision.
• Strong interpersonal and communication skills with the ability to build relationships at all levels.
• Professional judgment and discretion when handling confidential information.
• Ability to prioritize, adapt, and take action when needs change.
• Ability to meet company attendance and punctuality expectations.

Preferred Experience

• Proficiency in Microsoft Office, including Excel, Outlook, Word, and PowerPoint.
• Experience with SharePoint and Smartsheet is strongly preferred.
• Experience supporting a distribution, logistics, manufacturing, or other fast-paced operational environment is a plus.

You’ll Thrive in This Role If You…

• Genuinely enjoy working with people and naturally build relationships.
• Like being the person others come to when they need something coordinated or figured out.
• Can have several things happening at once and still keep the details straight.
• Are comfortable communicating with everyone from associates and vendors to site leadership.
• Notice what needs to be done and take initiative instead of waiting to be asked.
• Enjoy a role that combines people interaction, problem-solving, organization, and behind-the-scenes coordination.
• Bring positive energy to the workplace while still being dependable, professional, and detail-oriented.

Core Competencies

• Plan and Organize
• Initiate Action
• Build Trusting Relationships
• Adapt and Change
• Manage Work

Why This Role?

This isn’t a position where you’ll spend your entire day doing one repetitive task. You’ll be at the center of a busy Savannah operation, working with people across the facility and helping keep the details, communication, and day-to-day needs moving forward.

For someone who enjoys people, variety, ownership, and being the go-to person on a team, there’s a lot to love about this opportunity.

#ShawSAL

Work Shift

8 Hr non-rotating shift, Hrs fall to in punch day, Observed Calendar, shift starts AM

Shaw Industries is an equal opportunity employer as to all protected groups, including protected veterans and individuals with disabilities.