Office Manager

Advanced Polymer Recycling LLC•Fairburn, GA

12d•Onsite

About The Position

The Office Coordinator/Manager plays a critical role in the success of the Fairburn facility by ensuring that administrative, operational, and financial processes run accurately and efficiently. This position serves as the operational hub of the facility, supporting daily activities and maintaining the integrity of key business data. This is a hands-on role responsible for managing the flow of information from the time material arrives at the facility through data entry, inventory management, customer documentation, reporting, and financial reconciliation. You will ensure that all transactions are recorded accurately, inventory is maintained, customer documentation is completed on time, and operational activity is reflected correctly in our systems. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment while working closely with operations, accounting, and customers. Systems Used: cieTrade (trading, inventory, and logistics), QuickBooks Online (QBO), Microsoft Excel, and Microsoft Outlook.

Requirements

3-5 years of progressively responsible office management, operations coordination, or administrative experience within a fast-paced, high-growth environment; manufacturing, recycling, distribution, logistics, or warehousing preferred.
Demonstrated ownership of data entry and documentation accuracy in an environment where errors carry financial or compliance consequences.
Working proficiency with an ERP, inventory, or trading platform, and with QuickBooks Online or a comparable accounting system.
Working knowledge of Microsoft Excel
Demonstrated ability to reconcile data between independent systems and to research, document, and resolve variances.
Strong written and verbal communication skills, with the ability to interact effectively with customers, carriers, vendors, operations personnel, and corporate stakeholders.
Demonstrated ability to manage competing priorities against firm deadlines with limited supervision.
Sound judgment and discretion in handling confidential financial, customer, and personnel information.
High school diploma or equivalent.
Establishes and documents repeatable procedures where none currently exist.
Responsive and professional in all internal and external interactions.

Nice To Haves

Direct operating experience with cieTrade.
Experience within the recycling, waste, scrap, secure destruction, or reverse logistics sectors.
Familiarity with certified destruction standards and chain-of-custody requirements.
Experience supporting an outsourced or external accounting function.
Human resources administration, payroll, or timekeeping experience, including work with a professional employer organization.

Responsibilities

Coordinate and maintain complete documentation for all inbound and outbound loads, including bills of lading, scale tickets, packing lists, weight certificates, and carrier records.
Verify inbound receipts against customer manifests and purchase documentation; identify, document, and escalate weight, count, and material discrepancies on the date identified.
Maintain organized electronic and physical records sufficient to support customer audits, certification reviews, and insurance requirements.
Document carrier performance exceptions, detention, demurrage, and freight claims, and route supporting materials to Logistics and Accounting.
Complete all required data entry within cieTrade on a timely basis, including inbound receipts, purchase and sales transactions, worksheets, transfers, freight entries, and production activity.
Close worksheets accurately and in accordance with the published close calendar, ensuring that no in-work worksheets remain open beyond the established cutoff.
Confirm that intercompany transfers are recorded at appropriate cost; correct or escalate exceptions.
Ensure freight, processing, and other landed costs are applied to the correct transaction at the load level.
Maintain facility inventory accuracy within cieTrade, including receipts, production output, adjustments, transfers, and shipments.
Maintain accurate unit counts, weights, and lot identification such that segregation requirements applicable to certified destruction material are preserved at all times.
Ensure production yields, shrink, and weight variances are recorded and explained rather than absorbed without documentation.
Approve vendor bills, facility expenses, and activity-based charges in QuickBooks Online with correct entity, class, and account coding.
Support accounts payable through matching invoices to receiving documentation and contractual terms, resolution of vendor discrepancies, and preparation of items for approval and payment.
Support accounts receivable by ensuring invoices are generated from complete and accurate cieTrade data, and by assisting with customer billing inquiries and collection follow-up.
Prepare supporting schedules requested by Accounting, including accruals, inventory detail, and open-item listings.
Administer new hire onboarding for facility personnel, including employment documentation, I-9 verification, system and badge provisioning, orientation scheduling, and issuance of personal protective equipment.
Administer timekeeping, including review, correction, and approval of time records, resolution of punch exceptions, and submission of payroll data by published deadlines.
Monitor attendance, paid time off, and schedule coverage, and report exceptions and trends to facility management.
Maintain confidential personnel files and employment records in compliance with Company policy and applicable law.
Collaborate with Procurement to maintain adequate stock of office, shipping, packaging, consumable, and personal protective equipment supplies, and manage reorder points to prevent stockouts.
Manage vendor relationships for facility services and supplies, including solicitation of quotes, issuance of purchase orders, and delivery follow-up.
Serve as the initial point of contact for visitors, customers, drivers, and service providers.
Maintain a professional, organized, and audit-ready office environment.
Perform additional duties that support the effectiveness of processing personnel and facility operations.