Office Administrator II - Operations & Procurement Coordinator

Apogee Enterprises · Wausau

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Position Summary

The Operations & Procurement Coordinator provides administrative, procurement, logistics, and operational support for site Operations leadership. This role is responsible for supporting efficient day-to-day operations through purchasing administration, invoice processing, vendor and carrier coordination, fleet administration, reporting and analytics, travel coordination, meetings and events, and general operational support. The position serves as a key resource for Operations leaders by helping ensure smooth business operations, accurate reporting, and effective coordination of site activities.

Key Responsibilities

Operations Administration

• Provide day-to-day administrative support to Operations leadership.
• Coordinate and manage departmental documentation, records, and administrative processes.
• Assist with special projects, data collection, report preparation, and operational initiatives.
• Support communication and coordination between operations teams and internal stakeholders.

Procurement and Purchasing Support

• Provide administrative support for purchasing activities and transaction processing.
• Assist with purchase order follow-up, documentation management, and purchasing-related reporting.
• Serve as a backup resource for procurement activities and support ERP-related initiatives as needed.
• Purchase supplies and services through approved company processes.
• Coordinate with vendors regarding orders, documentation, and purchasing requirements.

Accounts Payable and Invoice Administration

• Review, code, and allocate freight and operational invoices to appropriate jobs, projects, or cost centers.
• Support invoice processing accuracy and documentation requirements.
• Assist with check requests, purchasing card reconciliation, and expense-related administrative activities.
• Research and resolve payment exceptions and coordinate resolution with vendors and carriers.
• Maintain accurate records and supporting documentation for financial transactions.

Carrier and Logistics Administration

• Validate and maintain transportation carrier insurance certificates and related documentation.
• Coordinate with carriers and internal stakeholders to resolve documentation, shipment, and payment issues.
• Support logistics reporting, carrier administration, and compliance tracking activities.
• Maintain records and documentation supporting transportation and logistics operations.

Fleet Administration and Compliance

• Prepare and maintain fleet-related reports and records.
• Assist with vehicle registrations, renewals, mileage reporting, and DOT compliance documentation.
• Monitor and maintain fleet records to support regulatory and company compliance requirements.
• Coordinate fleet-related administrative activities with internal and external partners.

Reporting and Analytics

• Create, maintain, and distribute Excel-based reports, dashboards, and operational metrics.
• Support ad hoc reporting and analysis requests from Operations leadership.
• Assist with data validation, trend analysis, and reporting accuracy.
• Maintain reporting tools and documentation to support operational decision-making.

Meetings, Travel, and Communications

• Coordinate meetings, training sessions, leadership visits, and travel arrangements for Operations leaders.
• Arrange meeting materials, schedules, meals, and logistics as needed.

• Assist with departmental communications, presentations, and employee-facing materials.
• Support operational meetings and events through planning, scheduling, and execution.

Safety and Site Readiness Support

• Maintain visitor PPE inventory and related supplies.
• Support emergency drills, safety communications, and operational readiness activities.
• Assist with assigned safety documentation and compliance-related administrative tasks.
• Provide administrative support for site readiness and continuous improvement initiatives.

Knowledge, Skills, and Abilities

• Strong proficiency in Microsoft 365 applications, including advanced Excel capabilities.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities and work independently in a fast-paced environment.
• High attention to detail with the ability to maintain accurate records and documentation.
• Experience with ERP, purchasing, logistics, and reporting systems preferred.

Education and Experience

Education:

•  High school diploma or equivalent required.
• Associate degree or coursework in Business Administration, Supply Chain, Logistics, Accounting, or a related field preferred.

Experience:

• 3+ years of administrative, procurement, logistics, operations support, accounting support, or related experience required.
• Manufacturing, supply chain, logistics, fleet administration, or industrial environment experience preferred.

Work Environment

·  Ability to perform standard office activities, including extended computer use.

·  Ability to occasionally walk through manufacturing and warehouse environments while wearing required PPE.

·  Ability to occasionally lift and carry up to 25 pounds.

Travel Requirements

·  Primarily works in an office environment with regular interaction with Operations leadership, vendors, carriers, and manufacturing personnel.

·  Occasional work within manufacturing areas requiring adherence to applicable safety and PPE requirements.

·  Occasional travel and schedule flexibility may be required to support meetings, projects, audits, training, and other business needs.

This job description outlines the general nature and level of work performed by employees within this classification. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Our Benefits

Apogee and our brands are an Equal Opportunity Employer.

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