Office Manager/Shipping Coordinator

Alu-Bra Foundry - Bensenville, IL

Full-time

HR Tasks: But not limited to the following:

Responsible for employee insurance enrollment and coordinating open enrollment with insurance broker firm.

Medical, Dental, Life Insurance, 401K enrollment, building insurance, workers compensation firm. Owner car insurance, owner’s property insurance and company truck insurance.

Responsible for sending employees to clinic as needed. Liaison between clinic and upper management on employee status. Talk with clinic after employee visit as needed.

Responsible to send candidates to clinic before they are approved to work.

Responsible to review invoices from clinic and approve and/or correct bill.

Help administer bandages as needed with safety manager. I.e. Bandaids.

Responsible to fill out First report of injury Form 45. This form is required by the state of IL in conjunction with
Workers Comp.

Responsible for all employee personnel folders and audits.

Conduct employee one on one write ups, verbal warnings, terminations, and conflict resolution. Following company policy.

Fill out all new employee paperwork, create new employee personnel folders, fill out I-9 and help with all on-boarding procedures.

Manage and track vacations and personal days in Soft Time program and fill out company calendar.

Maintain safety training checklist records.

Coordinate Hearing & Blood Tests (Mobile Ear) Hearing test is once a year blood is twice a year. All employee records kept in OSHA Record Book.

Work with workers comp claims adjusters and report all updates to upper management. Responsible to make sure any cases are closed.

Work with the following vendors but not limited to:

Amita Health
Mobile Ear
BC/BS
Insurance Broker
Life Insurance
401K Broker

Arrange all company travel and hotel arrangements for conferences and some upper management personal travel.

Contact company attorney and discuss HR questions as needed.

Shipping Administrative Tasks:

Work daily with plant shipping supervisor using company ERP system called Alpha. This includes keeping status of upcoming orders, including expedite orders, delayed orders and working with upper management to relay information back to the customers. This also includes periodic shipping conference calls with customers.
Review all open order reports by checking customer reports against Alpha system to confirm we have all orders entered in the system and sending confirmed reports back to customer.

Print reports for team and discuss plan for production (schedule) with upper management, foundry foreman, and shipping supervisor. Responsible to communicate with customers via Outlook email to arrange trucks, LTL, UPS and/or Fedex deliveries. Our customers handle their own truck lines. We are responsible to contact the customer and each customer has different requirements i.e. contact one day in advance, once week in advance for pick ups. Follow customer specific specifications.

Responsible for printing shipping labels using customer portals.

Must be experienced with BOL (Bill of Lading), shipping paperwork, and double checking all work on the shipping ticket and BOL. Enter shipment weights.

Responsible to enter shipping information, tracking numbers, shipping ticket numbers into Alpha and print schedules for shipping supervisor daily.

Generate UPS labels as needed depending on customer and size of order.

Track all scrap in Alpha, report scrap to upper management and keep track of all inventory and apply inventory to any open orders.

Track all R&D (Research and Development) within company system.

Looking for candidate to develop and implement bar coding system for incoming materials using an RF scanner and help with inventory control.

Get quotes for NDA (next day air deliveries) as needed.

Double and triple check all pricing is correct on shipping ticket including sur charges, box charges, and certificate charges.

Work closely with metallurgist for mechanical & chemical certifications required by certain customers that are sent with shipment and some require certs to be emailed.

Additional duties for shipping as assigned.

ISO 2008:2015 Management Representative Tasks:

Coordinate ISO master schedule for internal auditors as management rep.

Arrange audit dates with outside auditor firm for company ISO audit. Making sure all auditors turn in audits in a timely manner.

Hold company meetings with staff to review audits, outline for upcoming audit reviews and work closely with auditor the days the audit is held. Create great rapport with outside auditor.

Responsible to arrange quarterly ISO meetings with upper management and staff in conference room.

Responsible to maintain all auditors’ audits and type paperwork in conjunction with audits.

Any changes made to the company ISO system during management meetings and quarterly meetings must be updated immediately.

Using Microsoft Word update forms and keep controlled documents up to date and maintain ISO manual.

Attend periodic classes to learn new issues pertaining to ISO.

ISO experience preferred, however, will train and send to ISO classes.

(During new quotes process) responsible for creating new ISO part file for ISO filing system utilizing labeling dymo maker.

General Administrative Duties:

Type general correspondence for upper management as requested in an expedited fashion.

Must have experience making copies, filing, scanning, faxing and create new folders for vendors by quarters.

Answer phones, proper messages, screen calls.

Create calendar reminders in Outlook for upper management and office staff.

Maintain customer Christmas list. Order annual poinsettias and calendars for customers. Print customer address labels and use postage machine to send out Christmas calendars each year.

Maintain and replenish postage machine.

Manage phone system and troubleshoot with outside phone vendor.

Assist upper management in whatever is needed.

Help coordinate annual Christmas lunch. Participate actively in the planning and coordination of lunch.

Must be proficient in: Microsoft Word, Excel, QuickBooks, Will train on Alpha, Action Track and Attendance program. Must be computer savvy.

Back-up for payroll. Experience with QuickBooks required.

Responsible to upload OSHA 300 log on OSHA website.

Must be able to work with all levels of employees from executives to labor support.

Schedule all activities for office.

Back up for customer service daily.

Order new office equipment – chairs, desks, tables, etc.

Responsible for coordinating Energy-gas & electric contracts with broker. Review contracts for upper management and work with company lawyer as needed to review contracts and prepare them for upper management to sign.

Use walkie talkie daily.

Print reports when requested.

Additional duties assigned.

Requirements:

A degree in Management, Business, Supply Chain Management, Communications, Logistics, Human Resources and/or Manufacturing experience.

U.S. Citizenship required.

Primary language English.

Strong/excellent communication skills, grammar and eloquent speaking skills.

Must present a professional appearance.

Ability to interact within the organization and work within a diverse group.

Must be able to work in a fast paced environment.

Strong project management skills. And attention to detail.

Exposure to ISO 9001 quality management system a plus.

Hours: M-F 8:00 AM – 4:30 PM Some Saturday mornings may be required.

Job Type: Full-time

Salary: $50,000.00 to $60,000.00 /year

Experience:

  • relevant: 5 years (Required)

Education:

  • Associate (Required)

Location:

  • Bensenville, IL 60106 (Required)

Language:

  • English (Required)

Work authorization:

  • United States (Required)

Working Days:

  • Saturday (Preferred)

Additional Compensation:

  • Bonuses

Work Location:

  • One location

Benefits:

  • Health insurance
  • Dental insurance
  • Vision insurance
  • Retirement plan
  • Paid time off
  • Parental leave

Pay Frequency:

  • Weekly

Schedule:

  • Monday to Friday