Operations Administrative Assistant

Shaw Plant PW, 445 Northport Pkwy, Savannah, GA 31407 USA

Full time

R-158747

Job Title

Operations Administrative Assistant

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 DoSupport 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.

• Review and process invoices using People Soft 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 Fed Ex 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.

• 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.
• P…