{"id":2377412,"url":"https://alion.io/job/barry-wehmiller-sales-administrative-assistant","title":"Sales Administrative Assistant","company":{"id":2191447,"name":"Barry-Wehmiller","domain":"barrywehmiller.com","url":"https://alion.io/company/barrywehmiller","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":76,"open_postings":61,"ghost_share":0,"stale_share":0.967,"repost_share":0,"time_to_fill_p50_days":41,"computed_at":"2026-11-02T06:13:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Phillips, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":36000,"max_usd":80000,"period":"year","method":"role_country_seniority_unknown","sample_n":11684},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Excel","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false},{"name":"Power BI","optional":false}],"status":"live","first_seen_at":"2026-10-12T18:49:45Z","employer_posted_date":"2026-10-12","last_verified_at":"2026-11-02T04:12:50Z","board_verified":true,"closed_at":null,"days_open":20,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":20},"description":"About Us:\nBW 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:\nThe 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.\nThis 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.\nThe 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.\nKey Responsibilities\nInventory & Floor Stock Management\nManage controlled and uncontrolled floor stock inventory for CO Parts.\nWork closely with RRT, Supply Chain, vendors, and internal stakeholders to maintain appropriate inventory levels and availability.\nReview floor stock usage and replenishment requirements.\nCoordinate replenishment activities with vendors and internal purchasing resources.\nIdentify inventory discrepancies, shortages, or recurring availability concerns and communicate them to the appropriate teams.\nAssist with maintaining accurate part, inventory, and replenishment information.\nSupport continuous improvement efforts related to floor stock and inventory management.\nFreight Processing\nProcess freight charges associated with CO Parts orders.\nReview freight documentation for accuracy and ensure charges are applied to the appropriate orders.\nResearch and resolve freight discrepancies.\nCoordinate with CSRs, Shipping, Logistics, and Finance when additional information or corrections are required.\nProcess freight-related credits when necessary.\nAssist with identifying recurring freight issues or opportunities for process improvement.\nDrop Ship Processing\nProcess and maintain drop ship orders.\nCoordinate with vendors and internal teams to ensure orders are entered and processed correctly.\nMonitor outstanding drop shipments and follow up on missing information or documentation.\nHelp ensure vendor shipment information is communicated and recorded appropriately.\nMachine Backorders\nProcess and maintain machine-related backorders.\nWork with RRT, CSRs, Supply Chain, and other internal resources to ensure backorders are properly entered and managed.\nFollow up on open items and assist with maintaining accurate dates and order information.\nEscalate issues that could impact customer commitments or order fulfillment.\nIntercompany Orders\nProcess intercompany orders supporting CO Parts.\nCoordinate with internal BW locations to ensure orders, pricing, documentation, and required information are accurate.\nFollow up on outstanding intercompany transactions and resolve discrepancies.\nSupport timely movement of parts between facilities.\nMargin Reporting\nPrepare and manage recurring CO Parts margin reports.\nReview reports for completeness and identify transactions requiring additional review.\nDistribute margin reports to the appropriate leaders and stakeholders.\nAssist with researching unusual or low-margin transactions.\nMaintain reporting schedules and ensure information is delivered consistently and on time.\nSupport leadership with additional reporting or analysis as needed.\nCredits & Adjustments\nProcess approved customer credits related to parts orders and freight.\nResearch order history and supporting documentation to ensure credits are accurate.\nCoordinate with CSRs, Finance, and other departments when additional approval or information is required.\nMaintain appropriate documentation supporting credits and adjustments.\nHelp monitor credit activity and identify recurring causes that may require corrective action.\nAdditional Responsibilities\nMaintain accurate records and documentation for assigned processes.\nDevelop and maintain standard work instructions for key responsibilities.\nProvide administrative and operational support to the CO Parts leadership and CSR teams as needed.\nAssist with special projects and continuous improvement initiatives.\nServe as a point of contact for assigned internal processes.\nCross-train on critical CO Parts administrative functions to provide backup coverage.\nIdentify opportunities to simplify, standardize, or automate repetitive administrative processes.\nSupport month-end and fiscal-year-end activities as required.\nQualifications\nRequired\nStrong organizational skills with the ability to manage multiple priorities.\nHigh level of attention to detail and accuracy.\nStrong written and verbal communication skills.\nAbility to work effectively across multiple departments and functional teams.\nAbility to independently follow through on open items and resolve routine issues.\nComfortable working with ERP systems, spreadsheets, reports, and business data.\nProficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.\nAbility to learn internal systems, processes, and product structures.\nPreferred\nPrevious experience in customer service, order management, inventory management, purchasing, logistics, or administrative support.\nExperience working within an ERP system.\nExperience processing orders, credits, freight, or inventory transactions.\nExperience working in a manufacturing, aftermarket parts, or industrial environment.\nFamiliarity with reporting and data analysis tools such as Excel or Power BI.\nKey Competencies\nOwnership: Takes responsibility for assigned processes and follows issues through completion.\nAttention to Detail: Ensures transactions, reports, and documentation are accurate.\nOrganization: Effectively manages recurring responsibilities and competing priorities.\nCommunication: Works effectively with CSRs, RRT, vendors, Finance, Supply Chain, and leadership.\nProblem Solving: Researches discrepancies and works with appropriate resources to resolve issues.\nContinuous Improvement: Looks for opportunities to make processes more efficient and reliable.\nCustomer Focus: Understands how administrative processes ultimately impact the customer experience.\nMeasures of Success\nSuccess in this position will be demonstrated through:\nAccurate and timely processing of freight, drop ships, machine backorders, intercompany orders, and credits.\nEffective management and replenishment of controlled and uncontrolled floor stock.\nConsistent and timely distribution of margin reporting.\nReduction in outstanding or aging administrative transactions.\nAccurate documentation and transaction processing.\nTimely follow-up and resolution of discrepancies.\nIncreased capacity for CSRs and RRT resources to focus on customer-facing and revenue-generating activities.\nDevelopment of documented, repeatable processes that provide reliable backup coverage for critical CO Parts functions.\nAt 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.\nBarry-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:\nBW Papersystems","description_format":"text","description_chars":8747,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Industrial Machinery","Packaging & Labeling","Engineering Services"],"lifecycle":[{"event":"open","at":"2026-10-12T18:49:45Z"}],"visa":[],"liveness":{"score":53,"band":"ok","label":"Likely open","p_open":1,"p_active":0.591,"p_room":0.9,"age_days":20,"expected_fill_days":41,"reasons":["conf:2","stale_co","velocity","win:mid","comp:brand"],"computed_at":"2026-11-02T06:13:15Z"},"pay":null,"html_url":"https://alion.io/job/barry-wehmiller-sales-administrative-assistant","json_url":"https://alion.io/job/barry-wehmiller-sales-administrative-assistant.json","meta":{"generated_at":"2026-11-02T09:39:45Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":13576,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-03T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2191447},"rest":"https://alion.io/mcp/rest/get_company?id=2191447"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fbarry-wehmiller-sales-administrative-assistant"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fbarry-wehmiller-sales-administrative-assistant"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fbarry-wehmiller-sales-administrative-assistant"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/barry-wehmiller-sales-administrative-assistant\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fbarry-wehmiller-sales-administrative-assistant"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":2377412}},{"tool":"search_jobs","arguments":{"company":"barrywehmiller.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":2377412},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. Docs: https://alion.io/developers"}}