Office Administrator

Job Description

Job Description

Surface Chemists of Florida, Inc., is a small company in Jupiter, Florida that focuses primarily on the development, production, and sale of advanced coatings for fertilizers, while also being active in the asphalt roofing, specialty industrial dispersants, and oilfield chemicals markets. Our typical approach involves:

• Working closely with customers to understand their unique challenges that are not addressed by common off-the-shelf products on the market,
• Formulating customized solutions to meet their requirements and qualifying them in the lab using bespoke test equipment and methods,
• Developing and scaling up production of product,
• Supporting our customers’ scale-up and qualification efforts,
• Given successful commercialization, manufacturing and supplying product, and
• Providing ongoing technical support.

We’ve successfully done business in this manner for 57 years.  Our current team is primarily early- to mid-career, highly ambitious, and relatively low-maintenance and easygoing at the personal level. As a small team, everyone’s contributions are felt and have a direct impact on the business. We are looking for an ambitious, intelligent, organized, and creative individual to take front office activities.

Job Summary

We envision the successful candidate for this opportunity taking on a variety of responsibilities. Externally-facing tasks include taking customer orders, procuring raw materials, setting up manufacturing activities, shipping finished product, and billing customers. Internally-facing tasks include bookkeeping, record keeping, stocking office supplies, shipping product samples to prospective customers, and coordinating services with outside vendors. Being willing and able to maintain our social media presence would also be welcomed.

The successful candidate will report to the President and work with our Director of R&D and his team as needed.  Travel is not expected at this time, but future needs could present an opportunity for travel, if interested. The candidate most likely to succeed will be efficient, methodical, goal-oriented, comfortable with shifting priorities to accommodate urgent matters, creative, and have an interest and subsequent understanding of how small details affect the big picture.

Purpose and overall duties of the position

• Take customers’ sales orders, confirm product availability and ability to meet delivery dates, and enter them into our QuickBooks system.
• Assist with coordinating shipping as needed to fulfill these orders.
• Bill customers for completed orders.
• Assist with procuring raw materials and coordinating product manufacturing campaigns.
• Track raw material and finished product inventories through QuickBooks.
• Build an understanding of our products and their raw material components.
• Assist with general compliance, tax requirements, and other recordkeeping.
• Ensure we have sufficient office supplies.

Supervision and direction

This position reports to the President.  There are no permanent immediate reports.

Position requirements include:

• Relevant Associate’s degree or career experience
• Mid-range capabilities with Excel (be able to utilize somewhat complex functions, but no need to be able to program macros, for example)
• Ability to communicate at a professional level with vendors, customers, and colleagues
• Valid driver’s license
• Ability to pass a background check

Optional desirable qualifications include:

• Bachelor’s degree in a relevant field of study
• QuickBooks experience
• Chemical industry experience in any employment setting
• Purchasing/procurement experience
• Experience with QA/QC of manufactured chemicals

Standards of review

• Semi-formal annual performance review to evaluate performance in light of the stated objectives of the position and to refine objectives for the following year
• Semiannual informal reviews to monitor progress toward performance objectives

What SCF Offers:

As a member of our team, you’ll be an integral part of a small company making a big impact in a number of industries. We are committed to a collaborative, efficient work environment where every team member has the opportunity to contribute.

We offer salary, an annual bonus, and full benefits (health, vision, dental, retirement, disability, and life).