Operations Assistant

ZEON Chemicals Inc • Louisville, KY

4h • Hybrid

About The Position

The Operations Assistant provides general administrative support to Zeon Specialty Materials Inc. (ZSM) and its Aurora Microplates and Edge Precision Manufacturing subsidiaries. Reporting to the Sales Operations Manager, this role handles administrative work across the organization and adapts as business needs and priorities change. Key areas include import documentation and communications, order-processing support, document control and SharePoint records, customer contracts and notifications, tradeshow preparation, and support for team members. The role is based at ZEON’s Louisville, Kentucky offices with a hybrid schedule: in-office Monday, Wednesday, and Thursday, and hybrid Tuesday and Friday.

Success in the position involves professional communication with customers, vendors, and colleagues; accurate records and SAP ERP interactions; timely completion of work; managing multiple responsibilities; and flexibility in a small-team environment.

Requirements

• At least 5 years of experience in a business office environment providing administrative, customer service, order-processing, or logistics support.
• At least 1 year of experience using SAP, Dynamics, PeopleSoft, or Oracle for purchase order entry and/or logistics or shipment recording.
• Familiarity with electronic workflows and demonstrated familiarity with Microsoft SharePoint lists and document libraries.
• Experience communicating by email and verbally in a concise, professional manner, with an emphasis on accuracy and timeliness.
• Experience in a role requiring management of multiple tasks, such as handling inbound shipments while preparing for a tradeshow or coordinating time-sensitive customer communications while updating company procedures.

Nice To Haves

• Experience using SAP is preferred.

Responsibilities

• Submit orders to vendors; monitor inbound finished-goods shipments; provide brokers, freight forwarders, customers, and internal colleagues with required documents and quality data; and update ERP records. This work is expected to take approximately 40% of working time.
• Coordinate updates to company standard operating procedures and rules as Document Control Administrator; collaborate with staff to harmonize procedures and documentation across ZSM and its subsidiaries; and keep training records up to date.
• Maintain the company SharePoint contract and agreement database, track renewals and expirations, and collect required internal and external approvals.
• Maintain and organize company records electronically in SharePoint, structuring records from ZSM and its subsidiaries in a common format.
• Coordinate and communicate notifications to customers and employees.
• Assist the Commercial team with pre- and post-event tradeshow preparation, including vendor coordination, shipments, and registrations; manage customer sampling, including inventory, sampling logs, and reordering.
• Coordinate service issues and needs with building owners at remote offices in Metro Boston and San Jose, California, and maintain communication with on-site staff about their needs.
• Initiate NDAs and maintain confidential records and agreements, limiting discussion and sharing to approved employees and external parties; handle sensitive information with care and maintain leadership’s trust.
• Perform other clerical and administrative duties as assigned by the supervisor.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed