Office Supervisor

Job Summary

The Office Supervisor will be responsible for various Administrative and A/P functions. The Supervisor will have supervisory responsibility for the local administrative staff. They will work on various functions related to raw materials, including but not limited to processing, verifying, auditing, and reconciling invoices. Additionally, this individual will work closely with other administrative staff performing various duties necessary for the operation. 

Benefits

CalPortland is proud to offer a comprehensive, competitive benefits package that provides health and financial support to our most important resources: our employees. Your benefits are an important part of your overall compensation at CalPortland. That’s why we give you a wide range of benefits to choose from. 

• Medical, Dental, Vision 
  • low-cost premiums even for family coverage
• Company-paid life/AD&D insurance
• Company-paid short-term disability
• Paid sick/vacation/holiday
• 401k/Company Funded Pension Program (program is dependent upon location and job type)
• Employee Assistance Program (EAP)
• Additional voluntary benefits 

Compensation

Responsibilities

• Process all received services and materials, verify invoice receipt, and preparation for A/P payment
• Reconcile vendor statements for raw materials
• Reconcile raw material receipts against vendor invoices; resolution of discrepancies in inventory quantities
• Daily goods receipt material packing slips/batch reports and invoices
• Resolution of Goods Receipt/ Invoice Receipt issues with corporate A/P department
• Process and track plant inventory and usage
• Track aggregate production and production changes
• Create and maintain purchase orders for all raw materials
• Monthly audit of material delivery tickets/invoices
• Monthly audit of raw material inventories
• Assistance with inventory reconciliation and purchase tracking
• Backup to others in the Admin Department as needed
• Supervise activities of the Accounting Assistant and Admin Assistant; provide necessary training and guidance
• Assign tasks and projects to direct reports as necessary
• Approve payroll and make any adjustments required to ensure proper payment to employees assigned
• Provide direct reports feedback on work performance and related attendance issues with support from the HR Department
• Order office supplies
• Assist with maintaining budgeting spreadsheets
• Reconcile fuel usage monthly
• Maintaining orderly records in compliance with GAAP and JSOX (digital and paper files) 
• Assist with special projects as needed

Education

• High school diploma
• 3-5 years prior Construction Materials experience highly desired

Requirements/Qualifications

• Strong Communication Skills (both verbal/written)
• Ability to work independently while meeting workload requirements and performance goals
• Basic understanding of cost centers, budgets, statements, supply chain, inventory tracking, and freight
• Ability to multi-task and prioritize workload
• Ability to prepare and maintain various reports (requires knowledge of MS products such as Word, Excel, Outlook, etc.)
• Strong proficiency with MS Excel (Including VLOOKUP, pivot tables, etc.)
• Team player: ability to work cooperatively with others (i.e. customers, co-workers, vendors, etc.)
• Flexibility to occasionally work outside of regular hours due to increased business
• Ability to communicate effectively with direct reports when assigning work and in any performance-related manners to ensure work is handled correctly and to ensure improvement in areas of deficiency
• Ability to effectively train employees and provide necessary follow-up and goal setting, as necessary
• Job requires the following motions:  bending, lifting (up to 25 lbs.), sitting, typing
• ERP experience – SAP preferred 
• Strong attention to detail

Conditions of Employment

Successful candidate must submit to a post-offer pre-employment physical examination, drug/alcohol screen, and background check. Some positions require Federal Motor Carrier Safety Administration (FMCSA) registration/clearance as well as ongoing alcohol and drug testing.