Sales Administrative Assistant

BW Paper systems, part of the Barry-Wehmiller Group, builds capital equipment that transforms paper into products for consumers - every day, around the world. We offer innovative technologies, service and parts, and years of global experience in corrugating, finishing; slitting and packaging; stationery; bookbinding and security documents. Customers rely on our machines to produce and convert items such as corrugated boxes, folding cartons, passports, notebooks, copy paper, board, and coated and other specialty papers.

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Barry-Wehmiller is a diversified global supplier of engineering consulting and manufacturing technology for the packaging, corrugating, sheeting and paper-converting industries. By blending people-centric leadership with disciplined operational strategies and purpose-driven growth, Barry-Wehmiller has become a $3 billion organization with nearly 12,000 team members united by a common belief: to use the power of business to build a better world.

The Administrative Assistant – CO Parts provides operational and administrative support to CO Parts, helping ensure day-to-day parts processes are completed accurately, efficiently, and on time. This position will work closely with Customer Service Representatives (CSRs), the Rapid Response Team (RRT), vendors, Supply Chain, Finance, and other internal teams.

This role will have ownership of several key transactional and inventory-related processes, allowing the CSR and RRT teams to remain focused on customer support, quoting, order management, and revenue-generating activities.

The ideal candidate is highly organized, detail-oriented, comfortable working across multiple systems and departments, and capable of independently managing recurring processes and identifying issues requiring follow-up.

• Manage controlled and uncontrolled floor stock inventory for CO Parts.
• Work closely with RRT, Supply Chain, vendors, and internal stakeholders to maintain appropriate inventory levels and availability.
• Review floor stock usage and replenishment requirements.
• Coordinate replenishment activities with vendors and internal purchasing resources.
• Identify inventory discrepancies, shortages, or recurring availability concerns and communicate them to the appropriate teams.
• Assist with maintaining accurate part, inventory, and replenishment information.
• Support continuous improvement efforts related to floor stock and inventory management.

• Process freight charges associated with CO Parts orders.
• Review freight documentation for accuracy and ensure charges are applied to the appropriate orders.
• Research and resolve freight discrepancies.
• Coordinate with CSRs, Shipping, Logistics, and Finance when additional information or corrections are required.
• Process freight-related credits when necessary.
• Assist with identifying recurring freight issues or opportunities for process improvement.

• Process and maintain drop ship orders.
• Coordinate with vendors and internal teams to ensure orders are entered and processed correctly.
• Monitor outstanding drop shipments and follow up on missing information or documentation.
• Help ensure vendor shipment information is communicated and recorded appropriately.

• Process and maintain machine-related backorders.
• Work with RRT, CSRs, Supply Chain, and other internal resources to ensure backorders are properly entered and managed.
• Follow up on open items and assist with maintaining accurate dates and order information.
• Escalate issues that could impact customer commitments or order fulfillment.

• Process intercompany orders supporting CO Parts.
• Coordinate with internal BW locations to ensure orders, pricing, documentation, and required information are accurate.
• Follow up on outstanding intercompany transactions and resolve discrepancies.
• Support timely movement of parts between facilities.

• Prepare and manage recurring CO Parts margin reports.
• Review reports for completeness and identify transactions requiring additional review.
• Distribute margin reports to the appropriate leaders and stakeholders.
• Assist with researching unusual or low-margin transactions.
• Maintain reporting schedules and ensure information is delivered consistently and on time.
• Support leadership with additional reporting or analysis as needed.

• Process approved customer credits related to parts orders and…