Sales Administrative Assistant

About Us:

BW Papersystems, part of the Barry-Wehmiller Group, builds capital equipment that transforms paper into products for consumers - every day, around the world. We offer innovative technologies, service and parts, and years of global experience in corrugating, finishing; slitting and packaging; stationery; bookbinding and security documents. Customers rely on our machines to produce and convert items such as corrugated boxes, folding cartons, passports, notebooks, copy paper, board, and coated and other specialty papers. For more information, visit bwpapersystems.com.Barry-Wehmiller is a diversified global supplier of engineering consulting and manufacturing technology for the packaging, corrugating, sheeting and paper-converting industries. By blending people-centric leadership with disciplined operational strategies and purpose-driven growth, Barry-Wehmiller has become a $3 billion organization with nearly 12,000 team members united by a common belief: to use the power of business to build a better world.

Job Description:

The Administrative Assistant - CO Parts provides operational and administrative support to CO Parts, helping ensure day-to-day parts processes are completed accurately, efficiently, and on time. This position will work closely with Customer Service Representatives (CSRs), the Rapid Response Team (RRT), vendors, Supply Chain, Finance, and other internal teams.

This role will have ownership of several key transactional and inventory-related processes, allowing the CSR and RRT teams to remain focused on customer support, quoting, order management, and revenue-generating activities.

The ideal candidate is highly organized, detail-oriented, comfortable working across multiple systems and departments, and capable of independently managing recurring processes and identifying issues requiring follow-up.

Key Responsibilities

Inventory & Floor Stock Management

• Manage controlled and uncontrolled floor stock inventory for CO Parts.
• Work closely with RRT, Supply Chain, vendors, and internal stakeholders to maintain appropriate inventory levels and availability.
• Review floor stock usage and replenishment requirements.
• Coordinate replenishment activities with vendors and internal purchasing resources.
• Identify inventory discrepancies, shortages, or recurring availability concerns and communicate them to the appropriate teams.
• Assist with maintaining accurate part, inventory, and replenishment information.
• Support continuous improvement efforts related to floor stock and inventory management.

Freight Processing

• Process freight charges associated with CO Parts orders.
• Review freight documentation for accuracy and ensure charges are applied to the appropriate orders.
• Research and resolve freight discrepancies.
• Coordinate with CSRs, Shipping, Logistics, and Finance when additional information or corrections are required.
• Process freight-related credits when necessary.
• Assist with identifying recurring freight issues or opportunities for process improvement.

Drop Ship Processing

• Process and maintain drop ship orders.
• Coordinate with vendors and internal teams to ensure orders are entered and processed correctly.
• Monitor outstanding drop shipments and follow up on missing information or documentation.
• Help ensure vendor shipment information is communicated and recorded appropriately.

Machine Backorders

• Process and maintain machine-related backorders.
• Work with RRT, CSRs, Supply Chain, and other internal resources to ensure backorders are properly entered and managed.
• Follow up on open items and assist with maintaining accurate dates and order information.
• Escalate issues that could impact customer commitments or order fulfillment.

Intercompany Orders

• Process intercompany orders supporting CO Parts.
• Coordinate with internal BW locations to ensure orders, pricing, documentation, and required information are accurate.
• Follow up on outstanding intercompany transactions and resolve discrepancies.
• Support timely movement of parts between facilities.

Margin Reporting

• Prepare and manage recurring CO Parts margin reports.
• Review reports for completeness and identify transactions requiring additional review.
• Distribute margin reports to the appropriate leaders and stakeholders.
• Assist with researching unusual or low-margin transactions.
• Maintain reporting schedules and ensure information is delivered consistently and on time.
• Support leadership with additional reporting or analysis as needed.

Credits & Adjustments

• Process approved customer credits related to parts orders and freight.
• Research order history and supporting documentation to ensure credits are accurate.
• Coordinate with CSRs, Finance, and other departments when additional approval or information is required.
• Maintain appropriate documentation supporting credits and adjustments.
• Help monitor credit activity and identify recurring causes that may require corrective action.

Additional Responsibilities

• Maintain accurate records and documentation for assigned processes.
• Develop and maintain standard work instructions for key responsibilities.
• Provide administrative and operational support to the CO Parts leadership and CSR teams as needed.
• Assist with special projects and continuous improvement initiatives.
• Serve as a point of contact for assigned internal processes.
• Cross-train on critical CO Parts administrative functions to provide backup coverage.
• Identify opportunities to simplify, standardize, or automate repetitive administrative processes.
• Support month-end and fiscal-year-end activities as required.

Qualifications

Required

• Strong organizational skills with the ability to manage multiple priorities.
• High level of attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to work effectively across multiple departments and functional teams.
• Ability to independently follow through on open items and resolve routine issues.
• Comfortable working with ERP systems, spreadsheets, reports, and business data.
• Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Ability to learn internal systems, processes, and product structures.

Preferred

• Previous experience in customer service, order management, inventory management, purchasing, logistics, or administrative support.
• Experience working within an ERP system.
• Experience processing orders, credits, freight, or inventory transactions.
• Experience working in a manufacturing, aftermarket parts, or industrial environment.
• Familiarity with reporting and data analysis tools such as Excel or Power BI.

Key Competencies

• Ownership: Takes responsibility for assigned processes and follows issues through completion.
• Attention to Detail: Ensures transactions, reports, and documentation are accurate.
• Organization: Effectively manages recurring responsibilities and competing priorities.
• Communication: Works effectively with CSRs, RRT, vendors, Finance, Supply Chain, and leadership.
• Problem Solving: Researches discrepancies and works with appropriate resources to resolve issues.
• Continuous Improvement: Looks for opportunities to make processes more efficient and reliable.
• Customer Focus: Understands how administrative processes ultimately impact the customer experience.

Measures of Success

Success in this position will be demonstrated through:

• Accurate and timely processing of freight, drop ships, machine backorders, intercompany orders, and credits.
• Effective management and replenishment of controlled and uncontrolled floor stock.
• Consistent and timely distribution of margin reporting.
• Reduction in outstanding or aging administrative transactions.
• Accurate documentation and transaction processing.
• Timely follow-up and resolution of discrepancies.
• Increased capacity for CSRs and RRT resources to focus on customer-facing and revenue-generating activities.
• Development of documented, repeatable processes that provide reliable backup coverage for critical CO Parts functions.

At Barry-Wehmiller we recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job. If your experience is close to what you see listed here, please still consider applying. We know that our differences often can bring about innovation, excellence and meaningful work-therefore, people from all backgrounds are encouraged to apply to our positions. Please let us know if you require reasonable accommodations during the interview process.

Barry-Wehmiller is an equal opportunity employer. M/F/D/V This organization uses E-Verify.Applicants may be subject to pre-employment screening which may include drug screening, reference checks, employment verifications, background screening and/or skills assessments.

Company:

BW Papersystems