Commodities Administrative Assistant

Job Description

Job Description

The Commodities Administrative Assistant at Carter Lumber provides essential administrative support to the commodities division, which handles the procurement, management, and distribution of lumber. This role requires effective communication with both internal departments and the field to ensure efficient operations and successful task completion. The Commodities Administrative Assistant is integral to ensuring seamless data entry, order management, and coordination between various teams and vendors.

Desired Qualifications:

• Exceptional problem-solving abilities and strong organizational skills
• Ability to multitask, prioritize, and coordinate work activities efficiently
• Excellent written and verbal communication skills
• Strong attention to detail, with a focus on accuracy
• Proficient in Microsoft Office Suite, including Outlook, Word, and Excel
• Coachable, reliable, and a strong team player
• Ability to quickly learn and navigate new systems
• Critical thinking and problem-solving skills are essential
• Ability to think critically and adapt processes for improvement
• Demonstrates a team-first mentality and commitment to supporting colleagues
• Proactive approach to refining/enhancing current processes and practices
• Experience in administrative roles within the commodities or lumber industry is preferred
• Previous experience with vendor relations or procurement tasks preferred

Essential Functions
Data Entry & Order Processing 

• Accurately process and manage all aspects of purchase orders, including entry of sales orders, pick slips, confirmations, credits, and invoices.
• Maintain thorough logging and tracking of all purchase orders to ensure visibility and accountability throughout the lifecycle.
• Manage overallocations, rebuild orders as necessary, and uphold accurate, real-time records.
• Monitor freight movement by tracking trucks and rail cars, ensuring delivery timelines are met.

Vendor and Internal Communication

• Facilitate clear and timely communication between field teams, internal departments, reload facilities, and external vendors to support seamless operations.
• Review inventory levels and prepare replenishment orders based on buyer direction.
• Coordinate the processing of vendor rebates on a quarterly and annual basis.
• Distribute, receive, and document annual vendor agreements in an organized and auditable manner.

Pricing & Delivery Monitoring 

• Conduct weekly pricing updates and closely monitor open sales orders for accuracy and fulfillment.
• Track overdue purchase orders to ensure vendors are delivering within expected timeframes.
• Monitor delivery activity to ensure timely processing, intervening when delays or issues arise.
• Obtain and file proof of delivery documentation as needed for completed shipments.

Backup Responsibilities

• Supporting and covering all administrative functions as needed during periods when other team members are unavailable, to ensure continuity and smooth workflow across the department. 
• Cover job quoting responsibilities in the absence of the primary coordinator, ensuring uninterrupted service.
• Generate reports and track rail car movement when the reload administrator is unavailable, ensuring all related documentation is accurately completed.

Benefits (full-time employees)  

• Health, Dental, Vision (Single and Family Plans) available after 30 days of employment 
• Short and Long-Term Disability 
• Company-paid life insurance and AD&D 
• Optional supplemental life insurance 
• Company-match 401(k) 
• Vacation time and paid holidays 
• Vendor incentives 
• Room for growth; we promote from within!
• Military encouraged to apply!

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