[Remote] Site Administrator - Polytec

Note: The job is a remote job and is open to candidates in USA. Polytec Inc., a Chemtrade company, provides water treatment programs and solutions to industrial and municipal customers. The Site Administrator supports inventory management, customer invoicing and accounts receivable, shipment coordination, human resources, and general site administration.

Responsibilities

• Generate daily production reports and maintain daily inventory transactions in SAP, monitoring adjustments to ensure accurate reporting and prevent negative impacts
• Complete month-end production postings, identify abnormal inventory or production variances, and coordinate investigations and corrective actions
• Verify available inventory against customer orders and coordinate outgoing shipment schedules with customers and internal teams
• Prepare and distribute Bills of Lading and related shipment documentation to operations personnel
• Coordinate domestic and international freight arrangements with carriers and prepare required customs documentation
• Prepare and process all non-automated customer invoices, ensuring billing accuracy and timely submission
• Research and resolve invoice discrepancies by reviewing Bills of Lading, weight tickets, shipment records, and other supporting documentation
• Process invoice cancellations, reissues, freight and weight adjustments, and customer credit and debit memos
• Create new customer accounts and maintain customer contracts, profiles, and related information in SAP
• Review accounts receivable aging reports and communicate with customers regarding overdue invoices, outstanding balances, and payment requirements
• Collaborate with Accounting, Sales, Customer Service, plant personnel, and customers to resolve billing issues and close outstanding invoice items
• Follow established financial controls, risk management, and compliance procedures while identifying opportunities to improve billing accuracy and efficiency
• Coordinate employee onboarding equipment requirements with IT to ensure necessary devices and equipment are available for new hires
• Maintain accurate and confidential electronic personnel files and assist employees with routine HR-related needs in coordination with Corporate HR
• Support Corporate HR projects and administrative requests
• Coordinate employee engagement activities, monthly site events, plant lunches, holiday celebrations, and customer events
• Purchase office, laboratory, and approved operational supplies; create purchase orders and coordinate with vendors regarding orders and deliveries
• Serve as the Polytec SAP super user, assisting employees with system-related issues and coordinating with IT as needed
• Support internal and external audits by retrieving requested invoices, order samples, inventory records, shipment documents, and other supporting materials; participate in audit training and demonstrate applicable systems when required
• Maintain and upload required documentation in SharePoint and other designated systems
• Coordinate inventory, invoicing, and administrative documentation required for month-end deadlines

Skills

• Associate degree or equivalent combination of education and experience
• Demonstrated experience in accounts receivable, customer invoicing, billing adjustments, and invoice discrepancy resolution required
• Strong understanding of AR processes, including credit and debit memos, customer account maintenance, invoice submission, and collections or past-due invoice follow-up
• Experience researching billing discrepancies and reconciling invoice information using supporting documentation and cross-functional resources
• 0–3 years of experience in customer support, supply chain, accounting, or a related function
• Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook
• Strong verbal and written communication skills, with the ability to interact professionally with customers, vendors, and internal stakeholders regarding billing and payment issues
• Exceptional attention to detail, accuracy, organization, and time management, with the ability to prioritize competing tasks and meet deadlines
• Strong analytical and problem-solving skills, with the ability to investigate discrepancies, identify root causes, and implement practical solutions
• Ability to work independently with minimal supervision while collaborating effectively across departments
• Willingness to learn and adapt to new technologies, systems, and processes
• Ability to handle confidential financial, customer, and employee information with discretion and maintain high ethical standards
• Commitment to safety, quality, procedural compliance, and continuous improvement in an industrial environment
• Related college or university degree preferred
• Manufacturing or office environment experience preferred
• Proficiency in SAP or a comparable ERP system preferred

Benefits

• Bonus
• Family-friendly benefits
• Opportunities for career growth and advancement
• Remote work

Company Overview