Administrative Clerk

Description

POSITION SUMMARY

The Administrative Clerk supports daily operations across multiple locations. This role is responsible for accurate invoicing, administrative coordination, reconciliation of shipping and receiving activities, customer account support, and serving as a key resource for operations and software-related processes. The position plays a critical role in maintaining data accuracy, operational efficiency, and strong communication across teams and customers.This role is highly collaborative and requires a high attention to detail and exceptional communication skills. 

ABOUT HARMON SCRAP METAL

Harmon Scrap Metal is a family-owned and operated scrap metal recycling company committed to providing quality customer service with unmatched integrity. Our mission is to empower people to recycle the past and impact the future. By holding strong to our core values we hire individuals who are accountable, disciplined, adaptable, trustful and in alignment with our vision to be the partner of choice in the scrap metal industry. So, if you want to be part of an expanding company with immense opportunities for growth, you will love it here!

Requirements

Key Responsibilities

Invoicing & Documentation

• Generate and process daily invoices for all shipped materials across multiple locations
• Ensure accuracy of weights, pricing, and contract terms in all invoices
• Maintain organized records of invoices and supporting documentation

Customer Accounts & Sales Support

• Set up and maintain new customer accounts
• Serve as a primary point of contact for customer accounts
• Enter and maintain customer pricing as directed by the Sales Team
• Respond to customer and consumer inquiries related to invoicing, payments, and reporting
• Occasionally deliver checks or requested materials to customers as directed by the Sales Team

Accounts Payable & Auditing

• Audit all payable tickets for accuracy prior to processing payments
• Ensure proper documentation and approvals are in place before payment issuance
• Maintain strict confidentiality of all financial and customer data

Administrative Support

• Perform general administrative duties including data entry, filing, and document management
• Assist with interoffice communication between yard locations and the owner’s office
• Prepare reports and summaries as needed
• Attend and actively participate in internal meetings and required training

Sales Contract Support

• Assist operations with the creation, tracking, and maintenance of sales contracts
• Verify contract details align with shipments and invoicing
• Communicate discrepancies to appropriate personnel

Shipping & Receiving Reconciliation

• Reconcile shipping and receiving data to ensure accuracy between scale tickets, invoices, and system records
• Investigate and resolve discrepancies in coordination with yard staff and management
• Maintain accurate logs of all reconciliations

Operational Support

• Provide clerical support to operations teams for error correction and data adjustments
• Act as a resource for resolving administrative and documentation issues across locations

Software Point of Contact

• Serve as the primary point of contact for the scrap buying/software system
• Troubleshoot basic issues and escalate when necessary
• Assist with training and onboarding staff on system usage
• Ensure data integrity within the software platform

Culture & Team Engagement

• Engage in and promote activities that support a positive facility culture
• Assist in organizing and executing team-building activities, training sessions, and employee events

General Responsibilities

• Maintain confidentiality of all financial, operational, and customer data
• Perform other related duties as assigned by management

Qualifications

• High school diploma or equivalent required
• 2+ years of administrative or clerical experience (industrial, logistics, or recycling industry preferred)
• Strong attention to detail and accuracy
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience with ERP or scrap management software is a plus
• Ability to manage multiple tasks across multiple locations
• Strong communication, organization, and problem-solving skills

Key Competencies

• Organization and time management
• Data accuracy and reconciliation
• Customer service and communication
• Problem-solving and initiative
• Systems and process orientation
• Ability to stay motivated and maintain a positive attitude

Perks & Benefits

• Competitive pay based on experience
• Paid time off and holidays
• Health benefits (medical, dental, vision)
• 401(k) with company contribution (if applicable)
• Ongoing training and development
• Company-supported team events and activities

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer
• Requires ability to occasionally lift up to 25lbs

COMMITMENT TO DIVERSITYAs an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Harmon Scrap Metal recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability and actively foster inclusion in all forms both within our company and across interactions with clients, candidates, and partners.