Position Summary
Loftis Steel & Aluminum is seeking a detail-oriented Administrative / Customer Support Associate to support daily office operations across customer service, order administration, shipping documentation, and receiving support.
This role helps maintain the order-to-shipment documentation process, including coordinating shipping paperwork, managing material certifications, assisting with order inquiries, and maintaining accurate operational records.
The position also provides backup support for receiving, sales support, and will-call operations, helping ensure smooth coordination between the office, warehouse, and sales teams.
The ideal candidate is highly organized, detail-focused, and comfortable working in a fast-paced distribution environment where accuracy and follow-through are critical.
Key Responsibilities
Documentation & Paperwork Management
- Match Bills of Lading with corresponding order paperwork and documentation
- Combine Bills of Lading and related shipment paperwork
- Scan and archive purchase orders and documentation into the company document management system
- Alphabetize and organize shipment paperwork as needed
- Print backorder documentation and distribute to appropriate sales staff
- Print order labels and related shipping documentation
- Maintain organized physical and digital filing systems
Shipping Documentation & Logistics Support
- Assist with preparation and coordination of Bills of Lading (BOLs) for outgoing shipments
- Match Bills of Lading with corresponding order paperwork and certifications
- Review shipping documentation for completeness and accuracy prior to dispatch
- Assist with documentation required for freight carriers and customer shipments
- Maintain organized shipping records and scanned documentation within the company’s document management system
- Assist with preparation of shipping paperwork for company truck, freight, and customer pickup orders
Material Certification Management
- Process incoming material certifications
- Match certifications to outgoing orders and prepare them with required customer and order information
- Maintain certification records within internal systems
- Provide certifications to customers when requested
Order Support
- Assist with checking, locating, and verifying customer orders
- Help identify and resolve order discrepancies
- Communicate with customers, sales staff, and operations regarding order status
- Respond to customer and internal inquiries related to orders and documentation
Receiving Support (Backup)
- Assist with receiving documentation including purchase orders and shipment records
- Scan receiving documents and upload to internal systems
- Support communication between vendors, warehouse staff, and sales teams regarding receiving questions
- Assist with review of shipment acknowledgements
- Support inventory adjustments and material return documentation as needed
Customer Pickup / Will Call Support (Backup)
- Assist customers picking up orders when needed
- Help coordinate paperwork and certifications for customer pickups
- Support shipping and pickup documentation
- Work with warehouse staff to ensure orders are ready for customer pickup
Administrative & Cross-Functional Support
- Provide backup support to customer service and administrative staff during absences or high workload periods
- Assist accounting with documentation related to invoicing issues when needed
- Maintain organized records for legacy and archived paperwork
- Assist with general administrative tasks and operational documentation updates
Qualifications
- 2+ years experience in administrative support, customer service, logistics support, or operations support
- Strong attention to detail and documentation accuracy
- Excellent organizational and time-management skills
- Ability to manage multiple tasks in a fast-paced environment
- Proficiency in Microsoft Office (Excel, Outlook, Word)
- Experience with ERP systems or order processing systems preferred
Preferred Experience
- Experience in distribution, manufacturing, or metal service center environments
- Familiarity with shipping documents such as Bills of Lading
- Experience handling material certifications or order documentation
Key Skills
- Documentation control and organization
- Attention to detail and accuracy
- Communication and coordination across teams
- Problem solving and follow-through
- Ability to multitask in operational environments
Work Environment
Office environment within a metal service center supporting sales, operations, and warehouse teams.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
