Office Administrator II - Operations & Procurement Coordinator at Apogee in Wausau, WI

Job description

• The Operations & Procurement Coordinator provides administrative, procurement, logistics, and operational support for site Operations leadership. This role is responsible for supporting efficient day-to-day operations through purchasing administration, invoice processing, vendor and carrier coordination, fleet administration, reporting and analytics, travel coordination, meetings and events, and general operational support. The position serves as a key resource for Operations leaders by helping ensure smooth business operations, accurate reporting, and effective coordination of site activities.

Responsibilities

• Operations Administration
• Provide day-to-day administrative support to Operations leadership.
• Coordinate and manage departmental documentation, records, and administrative processes.
• Assist with special projects, data collection, report preparation, and operational initiatives.
• Support communication and coordination between operations teams and internal stakeholders.
• Procurement and Purchasing Support
• Provide administrative support for purchasing activities and transaction processing.
• Assist with purchase order follow-up, documentation management, and purchasing-related reporting.
• Serve as a backup resource for procurement activities and support ERP-related initiatives as needed.
• Purchase supplies and services through approved company processes.
• Coordinate with vendors regarding orders, documentation, and purchasing requirements.
• Accounts Payable and Invoice Administration
• Review, code, and allocate freight and operational invoices to appropriate jobs, projects, or cost centers.
• Support invoice processing accuracy and documentation requirements.
• Assist with check requests, purchasing card reconciliation, and expense-related administrative activities.
• Research and resolve payment exceptions and coordinate resolution with vendors and carriers.
• Maintain accurate records and supporting documentation for financial transactions.
• Carrier and Logistics Administration
• Validate and maintain transportation carrier insurance certificates and related documentation.
• Coordinate with carriers and internal stakeholders to resolve documentation, shipment, and payment issues.
• Support logistics reporting, carrier administration, and compliance tracking activities.
• Maintain records and documentation supporting transportation and logistics operations.
• Fleet Administration and Compliance
• Prepare and maintain fleet-related reports and records.
• Assist with vehicle registrations, renewals, mileage reporting, and DOT compliance documentation.
• Monitor and maintain fleet records to support regulatory and company compliance requirements.
• Coordinate fleet-related administrative activities with internal and external partners.
• Reporting and Analytics
• Create, maintain, and distribute Excel-based reports, dashboards, and operational metrics.
• Support ad hoc reporting and analysis requests from Operations leadership.
• Assist with data validation, trend analysis, and reporting accuracy.
• Maintain reporting tools and documentation to support operational decision-making.
• Meetings, Travel, and Communications
• Coordinate meetings, training sessions, leadership visits, and travel arrangements for Operations leaders.
• Arrange meeting materials, schedules, meals, and logistics as needed.
• Assist with departmental communications, presentations, and employee-facing materials.
• Support operational meetings and events through planning, scheduling, and execution.
• Safety and Site Readiness Support
• Maintain visitor PPE inventory and related supplies.
• Support emergency drills, safety communications, and operational readiness activities.
• Assist with assigned safety documentation and compliance-related administrative tasks.
• Provide administrative support for site readiness and continuous improvement initiatives.

Requirements

• Strong proficiency in Microsoft 365 applications, including advanced Excel capabilities.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities and work independently in a fast-paced environment.
• High attention to detail with the ability to maintain accurate records and documentation.
• Experience with ERP, purchasing, logistics, and reporting systems preferred.
• High school diploma or equivalent required.
• Associate degree or coursework in Business Administration, Supply Chain, Logistics, Accounting, or a related field preferred.
• 3+ years of administrative, procurement, logistics, operations support, accounting support, or related experience required.
• Manufacturing, supply chain, logistics, fleet administration, or industrial environment experience preferred.

Skills

Required

• ERP systems (preferred)

Benefits

• We care about and invest in our employees. We are proud to offer a comprehensive benefits package designed to support their well-being and foster professional development. Here is a glimpse of what you can look forward to if you join our team.
• Competitive Benefits Package for employees and their dependents (Medical, Dental, Vision, Life, Disability)
• Incentive Plans
• 401(k) with employer contribution and match
• Employee Stock Purchase Plan with employer match
• Paid Time Off (Vacation and Sick Time)
• Paid Holidays
• Tuition Reimbursement Program
• Employee Assistance Program (EAP)
• Wellness Program
• Training and Career Progression