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Office Coordinator in Albert Lea, MN at REG

Date Posted: 9/13/2017

Job Snapshot

Job Description

POSITION PURPOSE:

The purpose of this job is to perform the general administration functions of the plant site which includes assisting both on-site and REG HQ in the functions of accounting, purchasing, receiving, employee hiring, payroll, compensation, benefits, training, plant security and community relations.


ESSENTIAL FUNCTIONS:

Develop ongoing general awareness of REG products, services and organizational structure.  Be able to communicate information to customers by providing callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information.

Research, draft and/or abstract reports prior, during, and after appointments, meetings, and conference calls as needed

Assist in the creation of presentations for meetings and events

Compose correspondence/reports for leadership

Maintain master calendar

Assist in the preparation of the budget and forecasts for the plant

Prepare expense report, code, and submit for payment to HQ

Greet all customers promptly and courteously.

Track Accountability Log for anyone coming into our site

Process Plant Tour request

Maintain the confidentiality of all information related to company business.

Handle and direct telephone calls from both internal and external sources to include transferring to appropriate office, setting up conference calls when necessary and scheduling appointments/meetings to facilitate communication. Screening to control interruptions

Radio Communication-Place, receive, and route calls through plant radio

Open and sort all incoming mail

Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)

Process Sample Request for products and co-products HQ-Sales & Marketing divisions secure (Domestic & International)

Selecting office vendors and supervising purchasing processes

Serve as a liaison between traveling sales representatives and staff

Arrange travel through internal or outside agents and prepare itinerary

Coordinate work flow for each department

Maintain procedures and manuals to ensure consistent performance of routines

Take initiative in manager’s absence

Ensure the accuracy and integrity of monthly, quarterly, semiannual and annual fiscal statements, variance analyses and statistical information for the plant

Initiate purchase orders and amendments for parts, services and/or special tools; arrange for submission and inspection for sample products as required; arrange close coordination with Plant Operations, Maintenance and Laboratory to assure timely execution of product and services sourcing activities as required.

Update Master Document Standard Operating Procedures as Management of Change (MOC) coordinator

Perform accounts payable payment processing in coordination with plant staff accountant

In coordination with REG Human Resources manage recruitment activities and coordinate placement for all exempt and non-exempt positions for the plant site insuring the processes comply with company policies and state/federal regulations

Ensure the plant complies with all federal, state, and local laws and regulations as it pertains to Human Resources

Assist in the administration of the operator timesheet system to provide proper reporting to the Human Resources department

Oversee employee relations by counseling with employees on matters related to company policies, compensation and benefits and personal issues to maximize employee morale

Administer employee disciplinary program at the direction of the plant manger/general manager

Act as point of contact at plant for payroll issues

Distribute Daily Reports internally and to HQ REG to facilitate production activities

Input and ensure the accuracy and integrity of daily production information for the plants including statistical information

Maintain spreadsheets to track inventory receipts, shipments, consumption & production

Responsible for the logistical processing of:

Customer Orders

Coordinator with Suppliers/Carriers

Sales Staff/Customer Service Rep/Billing

Warehouse/Shippers

Arrange shipment request for chemicals, co-products, and equipment

Ensure coordination and logistics of inbound and outbound shipments from suppliers/carriers and/or REG worksite

Manage “Open Purchase Order” Report for all shipments 

Coordinate phone and computer needs with REG IT department

Perform accounts payable processing according to company policies & procedures

Lead the day to day Materials and Logistics activities in the Biodiesel manufacturing plant

Communicate Materials and Transportation issues across shifts and insure that policies and procedures are followed on a consistent basis across shifts

Manage Inventories, Track Usage and Order Process Supplies and Chemicals including: DE, Silica, Filters, Methanol, Sodium Methlyate, HCL, Phosphoric Acid , Citric Acid and Caustic

Prepare the following reports as required: a) Shipping and Receiving Report – Weekly, Monthly b) Run Daily PI Report and PT Yield Report –Daily c) Physical Inventory Report- Monthly

Schedule and Coordinate all Rail loading with REG Logistics for both Biodiesel and Co Products

Serve as Back-up to Operations Manager on Reporting and Plant Scheduling of Raw Material as well as Key contact to Corp Office on all Sales and Material Issues

Troubleshoot and resolve issues on incoming and outgoing orders including chemicals, and co- products

Process BOL’s for all incoming/outgoing shipments, including transmission to Corporate and problem resolution

Demonstrate a positive personal and professional image in representing both you and the Company

Perform other duties as assigned



JOB QUALIFICATIONS:

Education Required:  4-year degree in Administration (Accounting, Purchasing, Logistics and or HR). 2-4 years Materials and or Logistics experience preferred.

Experience Required:  3-5 years preferably in Transportation or Logistics environment.  One year of laboratory, industrial, or customer service experience

Skills Required:  Ability to use office equipment as described in job description, comprehensive math, algebraic and logic skills, good organizational skills, good oral and written skills, and ability to use spreadsheet and word processing software.

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