Operations Support Specialist

3 months ago

Crab Orchard, United States Lhoist Group Full time
RESPONSIBILITIES & EXPECTATIONS:

General Office
  • Manage special events and projects including employee of the month, holiday celebrations, safety recognition, and departmental luncheons
  • Maintain site files including pertinent records and personnel files
  • Pull and report working hours for MSHA reporting using SAP
  • Daily administrative tasks such as maintaining break and conference rooms, manage office and break room supplies as needed
Human Resources (Shared with Plant Admin)
  • Daily administration of plant level functions including setting interview schedules as needed, new hire processing and onboarding, process weekly and end of month payroll, and annual benefits enrollment assistance
  • Oversee the attendance, safety boots, basic benefit questions, good understanding of LNA policies and procedures
Orders
  • Verify that product specification exists for all accepted orders
  • Post & update changes to customer orders and shipment dates
  • Generate and distribute product order forms
Reporting
  • Send Notifications to customers regarding shipments & weights
  • Prepare bill of ladings as needed
  • Maintain scale calibration receipts
  • Maintain certification for the scales
  • Post invoices on accounts.
  • Produce production/tonnage reports
Shipping
  • Liaison with other plants as necessary regarding size, tonnage, additions and deletions of product shipments to maintain plant balance and inventory information
Training
  • Provide on-the-job training, as assigned.
  • Verify on-the-job training, as assigned.
Administration (Shared with Plant Admin)
  • Support Plant Manager as needed with presentation preparation, Word and Excel documents and prepare credit card reports monthly.
  • Initiates new hire/termination paperwork for employees ensuring that all requirements are met.
  • Support HR in hiring of new employees with the onboarding and orientation process.
  • Assume a "project management/facilitator" responsibility for the departments from conception to completion; including compiling, organizing information collected from numerous sources to ensure accurate, professional presentations while meeting established deadlines.
  • Create spreadsheets using formulas and analysis at plant manager direction.
  • Drafting, editing and composition of letters, memos and reports
  • Copying, processing and distribution to heavy correspondence on a daily basis.
  • Maintain the confidential nature of highly sensitive subjects such as, but not limited to: strategic planning information, operating results, personnel, budgets, payroll information and records, etc.
  • Work with purchasing on tasks such as getting quotes from vendors, creating purchase requisitions, vendor follow-up, receiving goods and services.
  • Scan handwritten BOL's to Customer Service in Customer Service Representative's absence.
  • Maintain and expedite the communication of deadline dates to ensure management receives information from direct reports to enable special and routine deadlines to be met in a timely manner.
  • Inventory management and goods receipt (GRIR)
  • Perform other duties as assigned.
Customer Service (Backup)
  • Process and manage customer orders and ensure orders (Rail & Truck)
  • Balance customer demands/needs for daily deliveries with availability of transportation resources
  • Respond to customer needs and reconcile issues as needed
  • Sustain regular communication with sales, plant personnel, logistics, and customers
  • Interact with internal and external customers and third-party carriers
  • Proactively settle issues before they impact the customer
  • Perform daily dispatching activities, including daily load planning, and scheduling (Truck & Rail)
  • Data entry for customer order creation (SAP, Transwide)
  • Negotiate spot rates with carriers as needed for load coverage
  • Review demurrage requests from carriers and coordinate with customers to determine amounts to be paid / invoiced
  • Perform other duties as assigned.
ATTRIBUTES:
  • Effective communicator to articulate a given situation ensuring positive customer satisfaction.
  • Extremely dependable. The time-sensitive nature of the position requires excellent attendance and complete customer focus.
  • Behavioral competencies include: tolerance for stress, practical learning, adaptability, multi-tasking, teamwork, planning and organizing.
  • Knowledge of SAP, CRM, SRM, VIM, Microsoft Office, background experience with work processing, document control, administration, preparation of spreadsheets, graphs and charts and presentation skills.
  • Ability to reach deadlines and multi-task.
  • Advanced spelling and grammar skills, as well as phone skills and organizational skills
  • Must be able to demonstrate strong typing skills and adaptability to changing environment.
  • Flexible schedule to accommodate the business' needs. Ability to overtime and/or weekend coverage in some circumstances or any day of the week
  • Good organizational and detail skills are required.
  • Must be able to maintain confidentiality at all times.
  • Strong sense of urgency in meeting customer needs.
  • Multi-tasking capability
PHYSICAL DEMANDS INCLUDE, BUT ARE NOT LIMITED TO:
  • Access all areas within a site which could include heights of 120 feet, confined spaces, climbing ladders or stairs, and accessing tunnels.
  • Will be working in a office environment generally but will have some responsibilities in the plant as well.
  • The employee will be required to perform the following actions (from time to time): Standing, walking, balancing, stooping, kneeling, reaching, talking, seeing, hearing and sitting.
  • Ability to lift up to 50 pounds as needed
  • Ability to travel up to 20% as needed or directed by leadership.
REQUIRED EDUCATION:
  • High School Diploma, GED Equivalent. Administrative training or certification and/or AA degree in business, management, English, HR, Inventory Control, warehouse management, or quality related field and/or equivalent work experience in the field is desired.
PREFFERED EDUCATION:
  • BS degree in Management, English, Business, or equivalent administrative related field.
REQUIRED EXPERIENCE:
  • Must have 2-4 years of progressive operations support responsibilities in a manufacturing, shipping or mining environment. Proven ability of supporting multiple groups within an organization is required. Strong sense of confidentiality and handling sensitive information is required.
PREFFERED EXPERIENCE:
  • 3-5 years previous customer service, operations, quality and safety experience in a manufacturing or mining environment.


Lhoist North America offers a very competitive salary package that includes but is not limited to comprehensive benefits including medical, dental, vision, life, vacation, and disability insurance. You can plan for your future with Lhoist North America 401K retirement savings options which includes an employer match. Lhoist North America also recognizes the importance of continuing education by offering Educational Assistance to our employees to encourage continued personal development and professional growth.

Here at Lhoist North America, we are an equal opportunity employer and value diversity in our workplace. We do not discriminate based on race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. All qualified applicants will receive consideration for employment without regard to any of these protected characteristics. We encourage applications from all individuals and strongly support diversity in our workplace. We strive to create an inclusive environment for everyone, and we are committed to treating everyone in a fair and equitable manner. We are proud to be an equal opportunity employer and are committed to fostering a diverse and inclusive work environment.

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