Operations Assistant Job Louisville area,Kentucky USA,Administrative/Clerical

Operations Assistant

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:

Maintains professional communications (email, phone, in-person) with customers, vendors, and internal colleagues at all times

Maintains accuracy of records and interface with SAP ERP system, vendors, and customers.

Demonstrates the ability to complete items in a timely fashion without compromising professionalism and accuracy.

Shows ability to manage each of the responsibilities of this position without compromise.

Thrives in a small team environment where flexibility and working across organizational structure is an integral part of the culture.

Required Qualifications:

5+ years working in a business office environment providing Administrative / Customer Service / Order Processing / or Logistics Support.

Min 1 year experience using SAP, Dynamics, People Soft, or Oracle for Purchase Order Entry and/or Logistics/Shipment recording. Preference for SAP.

Familiarity with electronic workflows. Demonstrated familiarity with both Microsoft SharePoint lists and document libraries.

Experience working in an environment that required email and verbal communications in a concise, professional tone with an emphasis on accuracy and timeliness.

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:

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.

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.

Maintain Company's SharePoint Contract/Agreement database ensuring action is taken for any renewal/expirations. Collects necessary approvals internally and externally.

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.

Lead the coordination and communication of notifications to customers and employees.

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.

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.

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.

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.