Site Administrator - Polytec

Job Description

A Chemtrade Company

Position: Site Administrator

Primary Location:   Cartersville, NC

Reports to:  Supply Chain Manager

Compensation: $54,000.00 -64,000.00 + 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. 

About This Role and You 

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.

Qualifications

• 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.

Responsibilities 

Inventory Management

• 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 procedures while identifying opportunities to improve billing accuracy and efficiency.

Human Resources and Office Administration

• Coordinate employee onboarding equipment requirements with IT to ensure necessary devices and equipment are available for new hires.
• Maintain accurate and confidential electronic personnel files and assist employees with routine HR-related needs in coordination with Corporate HR.
• Support Corporate HR projects and administrative requests.
• Coordinate employee engagement activities, monthly site events, plant lunches, holiday celebrations, and customer events.
• Purchase office, laboratory, and approved operational supplies; create purchase orders and coordinate with vendors regarding orders and deliveries.
• Systems, Compliance, and General Administrative Support
• Serve as the Polytec SAP super user, assisting employees with system-related issues and coordinating with IT as needed.
• Support internal and external audits by retrieving requested invoices, order samples, inventory records, shipment documents, and other supporting materials; participate in audit training and demonstrate applicable systems when required.
• Maintain and upload required documentation in SharePoint and other designated systems.
• Coordinate inventory, invoicing, and administrative documentation required for month-end deadlines.

What Polytec Offers You

Polytec Inc's mission is to provide effective water treatment programs to customers through quality service, products, and technology. Our chemical programs provide our industrial and municipal customers with innovative, custom-designed solutions that help them meet their pretreatment and direct-discharge permit requirements. Polytec maintains a large chemical and transportation network that provides each customer with quick and reliable service.

Embracing Diversity, Maximizing Results

At Polytec, we are committed to cultivating a work environment that embraces and values the unique qualities, skills, and experiences of every employee. We believe in harnessing the richness of diverse talents, ideas, backgrounds, experiences, and perspectives to drive our business forward, and see our diversity as one of our greatest strengths.

Together, we strive to build a workplace that recognizes and celebrates the diverse voices within our organization. Additionally, we understand the importance of work-life balance and the well-being of our employees and their families.  That is why we proudly offer a range of family-friendly benefits and opportunities for career growth and advancement. 

We are committed to supporting our employees at every stage of their lives and ensuring they can thrive both professionally and personally.  Join us and be a part of a company that values diversity, inclusion, and the well-being of its employees.

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