Site Administrator - Polytec

A Chemtrade Company

Position: Site Administrator

Primary

Location:

Cartersville, NC

Reports to: Supply Chain Manager

Compensation: $54,000. + bonus + benefits. (salaried, exempt)

Salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position. Within the range, individual pay is determined by work location and additional factors, including job related skills, experience, and relevant education or training. More specific salary range for your preferred location can be discussed during the hiring process.

The Site Administrator provides comprehensive administrative and operational support across inventory management, accounts receivable, customer service, human resources, and general office operations. This position serves as a key liaison between plant operations, finance, customer service, commercial teams, human resources, and external customers to ensure accurate inventory reporting, timely and accurate customer invoicing, effective shipment coordination, and efficient administrative processes.

• Associate degree or equivalent combination of education and experience; related college or university degree preferred.
• Demonstrated experience in accounts receivable, customer invoicing, billing adjustments, and invoice discrepancy resolution required.
• Strong understanding of AR processes, including credit and debit memos, customer account maintenance, invoice submission, and collections or past-due invoice follow-up.
• Experience researching billing discrepancies and reconciling invoice information using supporting documentation and cross-functional resources.
• 0–3 years of experience in customer support, supply chain, accounting, or a related function; manufacturing or office environment experience preferred.
• Proficiency in SAP or a comparable ERP system preferred.
• Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook.
• Strong verbal and written communication skills, with the ability to interact professionally with customers, vendors, and internal stakeholders regarding billing and payment issues.
• Exceptional attention to detail, accuracy, organization, and time management, with the ability to prioritize competing tasks and meet deadlines.
• Strong analytical and problem-solving skills, with the ability to investigate discrepancies, identify root causes, and implement practical solutions.
• Ability to work independently with minimal supervision while collaborating effectively across departments.
• Willingness to learn and adapt to new technologies, systems, and processes.
• Ability to handle confidential financial, customer, and employee information with discretion and maintain high ethical standards.
• Commitment to safety, quality, procedural compliance, and continuous improvement in an industrial environment.

• Generate daily production reports and maintain daily inventory transactions in SAP, monitoring adjustments to ensure accurate reporting and prevent negative impacts.
• Complete month-end production postings, identify abnormal inventory or production variances, and coordinate investigations and corrective actions.
• Verify available inventory against customer orders and coordinate outgoing shipment schedules with customers and internal teams.
• Prepare and distribute Bills of Lading and related shipment documentation to operations personnel.
• Coordinate domestic and international freight arrangements with carriers and prepare required customs documentation.
• Accounts Receivable and Customer Invoice Support
• Prepare and process all non-automated customer invoices, ensuring billing accuracy and timely submission.
• Research and resolve invoice discrepancies by reviewing Bills of Lading, weight tickets, shipment records, and other supporting documentation.
• Process invoice cancellations, reissues, freight and weight adjustments, and customer credit and debit memos.
• Create new customer accounts and maintain customer contracts, profiles, and related information in SAP.
• Review accounts receivable aging reports and communicate with customers regarding overdue invoices, outstanding balances, and payment requirements.
• Collaborate with Accounting, Sales, Customer Service, plant personnel, and customers to resolve billing issues and close outstanding invoice items.
• Follow established financial controls, risk management, and compliance…