Administrative Clerk

Administrative ClerkThe Administrative Clerk supports daily operations across multiple locations. This role is responsible for accurate invoicing, administrative coordination, reconciliation of shipping and receiving activities, customer account support, and serving as a key resource for operations and software-related processes. The position plays a critical role in maintaining data accuracy, operational efficiency, and strong communication across teams and customers. This role is highly collaborative and requires a high attention to detail and exceptional communication skills.Harmon Scrap Metal is a family-owned and operated scrap metal recycling company committed to providing quality customer service with unmatched integrity. Our mission is to empower people to recycle the past and impact the future. By holding strong to our core values we hire individuals who are accountable, disciplined, adaptable, trustful and in alignment with our vision to be the partner of choice in the scrap metal industry. So, if you want to be part of an expanding company with immense opportunities for growth, you will love it here!Key ResponsibilitiesInvoicing & DocumentationGenerate and process daily invoices for all shipped materials across multiple locationsEnsure accuracy of weights, pricing, and contract terms in all invoicesMaintain organized records of invoices and supporting documentationCustomer Accounts & Sales SupportSet up and maintain new customer accountsServe as a primary point of contact for customer accountsEnter and maintain customer pricing as directed by the Sales TeamRespond to customer and consumer inquiries related to invoicing, payments, and reportingOccasionally deliver checks or requested materials to customers as directed by the Sales TeamAccounts Payable & AuditingAudit all payable tickets for accuracy prior to processing paymentsEnsure proper documentation and approvals are in place before payment issuanceMaintain strict confidentiality of all financial and customer dataAdministrative SupportPerform general administrative duties including data entry, filing, and document managementAssist with interoffice communication between yard locations and the owner's officePrepare reports and summaries as neededAttend and actively participate in internal meetings and required trainingSales Contract SupportAssist operations with the creation, tracking, and maintenance of sales contractsVerify contract details align with shipments and invoicingCommunicate discrepancies to appropriate personnelShipping & Receiving ReconciliationReconcile shipping and receiving data to ensure accuracy between scale tickets, invoices, and system recordsInvestigate and resolve discrepancies in coordination with yard staff and managementMaintain accurate logs of all reconciliationsOperational SupportProvide clerical support to operations teams for error correction and data adjustmentsAct as a resource for resolving administrative and documentation issues across locationsSoftware Point of ContactServe as the primary point of contact for the scrap buying/software systemTroubleshoot basic issues and escalate when necessaryAssist with training and onboarding staff on system usageEnsure data integrity within the software platformCulture & Team EngagementEngage in and promote activities that support a positive facility cultureAssist in organizing and executing team-building activities, training sessions, and employee eventsGeneral ResponsibilitiesMaintain confidentiality of all financial, operational, and customer dataPerform other related duties as assigned by managementQualificationsHigh school diploma or equivalent required2+ years of administrative or clerical experience (industrial, logistics, or recycling industry preferred)Strong attention to detail and accuracyProficiency in Microsoft Office (Excel, Word, Outlook)Experience with ERP or scrap management software is a plusAbility to manage multiple tasks across multiple locationsStrong communication, organization, and problem-solving skillsKey CompetenciesOrganization and time managementData accuracy and reconciliationCustomer service and communicationProblem-solving and initiativeSystems and process orientationAbility to stay motivated and maintain a positive attitudePerks & BenefitsCompetitive pay based on experiencePaid time off and holidaysHealth benefits (medical, dental, vision)Ongoing training and developmentCompany-supported team events and activitiesPhysical RequirementsProlonged periods sitting at a desk and working on a computerRequires ability to occasionally lift up to 25lbsCommitment to DiversityAs an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Harmon Scrap Metal recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability and actively foster inclusion in all forms both within our company and across interactions with clients, candidates, and partners.