Administrative Assistant - Mexico, MO

Administrative Assistant Mexico, MO

The Administrative Assistant is responsible for maintaining accurate production, inventory, shipping, and receiving records supporting the Mexico, MO operations. This role ensures timely data entry, inventory reconciliation, purchase order management, invoice processing, and month-end reporting.

Job Responsibilities

• Maintain purchasing records, files, and documentation while ensuring accuracy and compliance with company procedures.
• Create, process, and track purchase orders in Maximo and Coupa to ensure timely procurement and accurate order status.
• Issue and maintain monthly and annual purchase orders for production chemicals and other operational materials.
• Match receiving documentation with purchase orders, process invoices, and resolve purchasing, receiving, and invoicing discrepancies.
• Assist with vendor communications, including price comparisons, warranty claims, returns, and resolution of shipping or receiving issues.
• Develop and maintain spreadsheets, reports, and databases to support purchasing activities, inventory management, and plant cost analysis.
• Maintain daily production and inventory records to support manufacturing operations and ensure accurate reporting.
• Update inventory management systems with production, shipment, and receiving data to maintain accurate inventory balances.
• Record and track daily shipments, maintaining detailed inventory spreadsheets and supporting documentation.
• Reconcile production, inventory, and shipment data, investigating and resolving discrepancies to ensure data integrity.
• Complete month-end reporting and inventory reconciliations.
• Upload and maintain production reports while supporting accurate operational and financial reporting.
• Serve as the primary point of contact for incoming phone calls, visitors, and general office inquiries, providing professional customer service.
• Maintain organized production, purchasing, inventory, and financial records in accordance with company record retention requirements.
• Provide administrative support to operations, maintenance, accounting, and leadership teams, assisting with special projects and other duties as assigned.

Job Requirements

• Strong attention to detail with excellent organizational skills.
• Ability to reconcile inventory, production, and financial data accurately.
• Experience working with ERP and inventory management systems such as Maximo or Coupa preferred.
• Proficiency in Microsoft Excel and spreadsheet management.
• Strong analytical and problem-solving skills.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced manufacturing environment.
• Effective verbal and written communication skills.
• Ability to work independently while collaborating with operations, accounting, and supply chain teams.

Excited about this role but don't think you meet every requirement listed? We encourage you to apply anyway. You may be just the right candidate for this role or another one of our openings.ADM requires the successful completion of a background check.