Operations Administrative Assistant

Shaw Industries Group, Inc.; Savannah (GA); On-site; USD 42,000 - 56,000; Full time

Job summary

Shaw Industries Group in Savannah seeks an Administrative Assistant to support logistics and distribution operations. You will be the go-to person, coordinating meetings, purchases, invoices, and records while maintaining organization and professional communication.

This role requires a minimum associate degree or GED, 2+ years of admin experience in operations, and proficiency with Microsoft Office and ERP systems.

Qualifications

• Associate’s degree OR GED with administrative experience.
• 2+ years of administrative support experience.
• Experience with invoice processing and basic accounting.
• Familiarity with ERP or invoice-management systems.
• Strong organizational and time-management skills.
• Ability to confidently manage multiple priorities 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

Organizational skills

Time management

Multitasking

Communication skills

Professional judgment

Independent worker

Relationship building

Education

Associate's degree or GED

Tools

Microsoft Office Suite

SharePoint

Smartsheet

PeopleSoft

Job description

Job Title Operations Administrative Assistant

Position Overview We’re looking for an engaging, organized, and proactive Administrative Assistant to support our logistics and distribution operations in Savannah. This is a great opportunity for someone who enjoys variety, likes being the go-to person others can count on, and thrives in an environment where no two days look exactly the same. You’ll work closely with plant leadership, associates, vendors, and business partners while helping coordinate everything from meetings and site activities to purchasing, invoices, records, and facility needs. If you’re someone who can stay organized while juggling multiple priorities, communicate confidently with different groups, and take initiative without needing a lot of direction, this could be a great fit.

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 #LI-CL1

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.

A history of success, a future of possibility Founded in 1967, Shaw Industries' leadership has been built on a history of success. Over time, our products have expanded, the customers we serve have been broadened, and the technology we use has advanced, but our vision to create a better future remains the same. Exceeding our customers' expectations for quality, service and performance is at the heart of our business.

Global Flooring Provider Shaw Industries Group Inc. supplies carpet, resilient, hardwood, tile and stone, synthetic turf, and other specialty products to residential and commercial markets worldwide.

Operational Excellence Our manufacturing operations and integrated supply chain deliver a broad array of products to meet diverse needs across residential and commercial markets throughout the world.

Award Winning The success of our company and the success of our associates go hand-in-hand. We are consistently awarded as an employer of choice, community partner, and leader in design and innovation.

We Sustain Human Ability At Shaw, sustainability means sustaining human ability in all of our products and processes. We ask ourselves "how can we minimize our impact on the environment and maximize human potential?"

Community Partner From civic involvement and philanthropic giving to volunteerism and future workforce development, our company and associates leverage our combined passions and expertise in addressing community needs, collaboratively.

In The News There is always something new and exciting happening at Shaw. Check out our news page to read our recent press releases, company blog posts, sustainability reports and more!