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ADMINISTRATIVE ASSISTANT, DOVER PLANT

Location:

Dover, Ohio Company:

Yellow USA Ohio LLC Employment Type:

Full-time About Us At Yellow USA Ohio LLC , we're redefining manufacturing innovation through sustainable processes and cutting-edge technology. Our Dover facility produces engineered composite blocks used in pallet manufacturing — combining precision, performance, and environmental responsibility. We're looking for an Administrative Assistant to support Local Management and to also report remotely to our HQ office in The Netherlands.

REPORTS TO

Managing Director Dotted line: Finance Manager

HQ OBJECTIVE

Provide accurate and timely administrative support to Yellow USA Ohio LLC at the Dover plant across procurement, human resources, payroll, finance and customer logistics. Maintain reliable records and coordinate information so employees, suppliers, customers and HQ Finance receive the support they need. Support efficient plant operations through disciplined follow-up, clear communication and careful handling of confidential information, while upholding the company's values, policies and approval procedures.

INTERACTION WITH OTHER FUNCTIONS

Work closely with the Managing Director on daily priorities and with the Finance Manager at headquarters on financial procedures, reporting, payroll coordination and internal controls. Coordinate with the Plant Manager, supervisors, dock personnel, employees, suppliers, customers and insurance providers. Provide regular updates on open purchase orders, payroll exceptions, invoices awaiting action, overdue receivables and customer pickups. Escalate delays, discrepancies and conflicting priorities promptly to the appropriate manager.

ORGANIZATION STRUCTURE

Direct reporting: Managing Director, responsible for overall priorities and performance management.

Dotted-line reporting:

Finance Manager HQ, providing functional direction on finance, payroll controls, reporting and related procedures.

ROLES & RESPONSIBILITIES 1.

Procurement and Supplier Administration Prepare and issue supplier purchase orders based on approved requests; verify specifications, quantities, prices, payment terms and required delivery dates. Request and compare competitive bids to secure the best overall value, considering price, quality, lead time, freight and supplier reliability; submit recommendations for approval. Track open purchase orders, obtain supplier confirmations and follow up on delivery delays, back orders and discrepancies with plant personnel. Check supplier invoices against purchase orders and receiving records; resolve discrepancies and forward complete, approved documentation to HQ Finance for payment. Maintain supplier records, quotations and purchasing files; coordinate returns, credits and documentation for new suppliers. Request ACH payment information and supporting documentation from suppliers; coordinate verification through approved procedures and forward the information securely to HQ Finance for payment setup. Complete credit applications for new suppliers, obtain required information and approvals from HQ Finance, and submit the forms to establish supplier credit accounts. 2. Human Resources, Payroll and Employee Benefits Prepare and process payroll every two weeks through Paylocity, checking approved hours, overtime, deductions and employee changes; obtain required review before submission. Monitor time and attendance through the Paylocity T&A Kiosk; investigate missed punches and discrepancies with employees and supervisors and record approved corrections. Process vacation and other time-off requests in Paylocity, maintain accurate balances and obtain the appropriate management approvals. Coordinate onboarding, including required employment and payroll documents, employee records, system setup and orientation scheduling with the responsible managers. Maintain confidential personnel files and process approved employee changes and offboarding documentation promptly. Support Finance and employees with insurance enrollment, coverage changes and supporting documents; follow up with providers and distribute insurance cards securely. Help employees resolve routine payroll, time-off and benefits questions; refer policy, eligibility or complex matters to the responsible manager or provider. Keep the employee bulletin board current with company announcements, required notices and other employee information. Maintain a log of employee training programs, attendance and completion records; file supporting documents and follow up on missing records.

ROLES & RESPONSIBILITIES 3.

Finance, Invoicing and Accounts Receivable Issue customer invoices using approved prices, terms and verified order or shipment information; coordinate corrections and credit notes with HQ Finance. Download and file all sales invoices in the designated OneDrive folders, together with supporting order and shipping records, using consistent references. Forward all supplier invoices and supporting approvals to HQ Finance; track unresolved items and respond to payment-documentation requests. Prepare, issue and submit applicable tax exemption forms to suppliers in coordination with HQ Finance; maintain copies and track updates or renewals as required. Send banking correspondence, statements, remittance details and other authorized banking information securely to HQ Finance for recording and reconciliation. Follow up with customers on outstanding receivables, send statements and reminders, record payment commitments and escalate overdue or disputed balances. Help HQ Finance gather documents for month-end reports, account checks and audits; follow company approval procedures. Maintain financial records and follow the company's recordkeeping and retention procedures in line with company policies and applicable local regulations. 4. Customer Orders and Logistics Coordination Receive, review and coordinate customer purchase orders; verify product details, quantities, approved pricing and requested pickup dates, and resolve missing information. Maintain the customer list and accurate billing, contact and pickup information in the designated systems. Coordinate order readiness and customer-arranged pickups with plant and dock personnel; communicate confirmations, changes and delays to customers. Prepare and issue Bills of Lading and coordinate them with the dock; verify customer, carrier, pallet count, quantity and weight information against the planned load. Obtain shipment confirmation and signed shipping documents from the dock, record actual pickup details and provide complete records for customer invoicing. Maintain an order and pickup log; follow up on shortages, discrepancies and shipment queries with the appropriate plant, customer and Finance contacts.

ROLES & RESPONSIBILITIES 5.

General Administration and Records Maintain organized digital records and administrative calendars, track deadlines and ensure documents are available to authorized users. Coordinate routine correspondence, meetings, office supplies and other plant administrative needs as assigned by the Managing Director. Help arrange travel for company personnel when needed, including approved transportation and hotel bookings. Protect employee, customer, supplier and banking information; verify sensitive record changes through approved procedures. Suggest simple ways to improve office tasks and help with other related administrative duties as assigned.

POSITION REQUIREMENTS & SKILLS

Experience and Willingness to Learn No prior experience is required. Basic office experience is helpful, and training will be provided. Willingness to learn purchasing, payroll, invoicing and shipping paperwork with guidance from the team. Handle employee and company information carefully and confidentially. Basic Computer Skills Basic Microsoft 365 (Office 365) skills, including entering information in Excel, preparing simple Word documents, using Outlook email and saving files in OneDrive. Willingness and ability to learn Paylocity and other company systems; prior experience with these systems is not required. Work Habits Be organized, check work for accuracy and follow instructions and deadlines. Communicate clearly and politely, ask questions when unsure and follow up on assigned tasks.

Show learning agility:

take in new instructions, apply feedback and become comfortable with new tasks through practice. Work Schedule Work on-site at the Dover plant, Monday through Friday, 8:00 a.m. to 5:00 p.m. Follow plant safety and visitor procedures when accessing production or dock areas. Why Join Us Stable, long-term opportunity in a growing company Supportive, safety-first culture Opportunities for advancement as we expand operations Fun Team environment where your input truly matters How to Apply If you're a committed and motivated employee who takes pride in running things smoothly, we'd love to hear from you. Please submit your application via Indeed.

Job Type:

Full-time Pay:

$20.00 - $22.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) matching Dental insurance Health insurance Life insurance Parental leave Vision insurance

Work Location:

In person