Operations Assistant

Zeon-Chemicals-L; Louisville (KY); Hybrid; USD 38,000 - 52,000; Full time

Job summary

ZEON Specialty Materials Inc. in Louisville, KY seeks an Operations Assistant to support administrative tasks across ZEON subsidiaries. This role reports to Sales Operations Manager and focuses on imports, order processing, document control, and SharePoint records.

Ideal candidates have 5+ years administrative experience, SAP/ERP familiarity, SharePoint proficiency and strong communication. Hybrid schedule in Louisville; contribute to tradeshow prep, contract management, and cross‑functional

Qualifications

• Administrative/customer service/order processing/logistics support experience.
• ERP system experience (1+ year) with Purchase Order Entry or logistics/shipment recording; SAP preferred.
• Experience with electronic workflows and SharePoint lists/document libraries.
• Strong written and verbal communication with accuracy and timeliness.
• Proven ability to multitask across inbound shipments, trade show prep, and time-sensitive communications.

Responsibilities

• Submit orders to vendors and monitor inbound shipments; inform brokers, customers, and colleagues with required data; update ERP.
• Coordinate SOP updates and document control; harmonize procedures across subsidiaries; maintain training records.
• Maintain SharePoint contracts database and track renewals; obtain required approvals.
• Maintain SharePoint records with structured organization across subsidiaries.
• Coordinate and communicate notifications to customers and employees.
• Assist tradeshow prep and vendor coordination; manage customer sampling inventory and reordering.
• Coordinate remote office service needs and maintain liaison with on-site staff.
• Draft NDAs and handle confidential information securely.
• Perform other clerical and administrative duties as assigned.

Skills

Administrative experience

ERP system experience

File organization

Communications

Multitasking

Tools

SAP

Dynamics

PeopleSoft

Oracle

SharePoint

Job description

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Operations Assistant

Full Time Louisville, KY, US

About ZEON:

Zeon Specialty Materials Inc. (“ZSM”) is the U.S.-subsidiary of Zeon Corporation’s Specialty Materials Division. ZEON is a $3+ Billion global leader in C 4 and C 5 based specialty plastics and chemicals.

ZSM and its two subsidiaries (Aurora Microplates and Edge Precision Manufacturing) are a compact team of ~35 individuals focused on business development, sales, and operations functions, supported by 3000+ colleagues across Zeon Group.

Our flagship ZEONEX®, ZEONOR®, and ZeonorFilm® cyclo-olefin polymer (COP Resin) plastic and optical films are used in pharmaceutical packaging, life science components, consumer electronic displays, barrier packaging, and optical applications. For semiconductor use and emerging applications, our Resist, Thermal Insulating Materials (TIM), and carbon nanotubes play an important role in enabling enhanced performance.

In the Life Sciences market, ZSM’s two subsidiaries – Edge Precision Manufacturing and Aurora Microplates– provide prototyping and mass production of microwell plates and microfluidics based on ZEON’s COP Resin.

Position Purpose:

Reporting to Sales Operations Manager, the Operations Assistant provides general administrative support to ZSM and its Aurora and Edge subsidiaries.

The Operations Assistant is responsible for handling general administrative tasks across the ZSM and subsidiaries organization and to be adaptive as the business needs and priorities shift. Main duties are importation documentation and communications, order processing support, document control and SharePoint record keeping, customer contracts and notifications, tradeshow preparation, and support to team members.

Measures of Success:

• PROFESSIONAL: maintains professional communications (email, phone, in-person) with customers, vendors, and internal colleagues at all times
• ACCURACY: maintains accuracy of records and interface with SAP ERP system, vendors, and customers.
• TIMELY: demonstrates the ability to complete items in a timely fashion without compromising professionalism and accuracy.
• MULTI-TASKING: shows ability to manage each of the responsibilities of this position without compromise.
• TEAM: thrives in a small team environment where flexibility and working across organizational structure is an integral part of the culture.

Required Qualifications:

• ADMINISTRAIVE EXPERIENCE: 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. This item is expected to be ~40% of the working time.
• 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 + AGREMENTS: 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.
• CONFIDENTILIATY: 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. Displays a high degree of care to this point.
• OTHER: Perform other clerical and administrative duties as assigned by supervisor.

Location:

ZEON offices in Louisville, KY with hybrid schedule (M/W/Th Office; Tu/F Hybrid)

ZEON does not discriminate in employment on the basis of race, color, religion, national origin, age, sex, physical or mental disability, or any other characteristic protected by applicable law.