Commodities Administrative Assistant

The Commodities Administrative Assistant at Carter Lumber provides essential administrative support to the commodities division, which handles the procurement, management, and distribution of lumber. This role requires effective communication with both internal departments and the field to ensure efficient operations and successful task completion. The Commodities Administrative Assistant is integral to ensuring seamless data entry, order management, and coordination between various teams and vendors.

Desired Qualifications:

• Exceptional problem-solving abilities and strong organizational skills
• Ability to multitask, prioritize, and coordinate work activities efficiently
• Excellent written and verbal communication skills
• Strong attention to detail, with a focus on accuracy
• Proficient in Microsoft Office Suite, including Outlook, Word, and Excel
• Coachable, reliable, and a strong team player
• Ability to quickly learn and navigate new systems
• Critical thinking and problem-solving skills are essential
• Ability to think critically and adapt processes for improvement
• Demonstrates a team-first mentality and commitment to supporting colleagues
• Proactive approach to refining/enhancing current processes and practices
• Experience in administrative roles within the commodities or lumber industry is preferred
• Previous experience with vendor relations or procurement tasks preferred

Essential Functions
Data Entry Tasks

• Process and manage order entry, reload paperwork entry, sales orders, pick slips, and invoices.
• Handle overallocations, rebuild orders as needed, and ensure accurate record-keeping.
• Trace trucks and monitor delivery timelines.

Vendor and Internal Communication

• Communicate with field teams, internal departments, reloads, and vendors to ensure smooth workflow and timely delivery.
• Acquire proof of delivery for jobsite orders when necessary.
• Write, send, and log rail contract purchase orders (POs) on a monthly basis.
• Process rebates quarterly and annually.
• Send, receive, and log vendor agreements annually.

Price and Order Monitoring

• Perform weekly pricing updates and monitor open sales orders.
• Track overdue POs to ensure on-time delivery from vendors.
• Monitor and ensure timely reloads, taking action when necessary.

Backup Responsibilities

• Cover job quotes during coordinator absences and support other order entry personnel when they are off.
• Run reports and trace rail cars when the reload administrator is off, ensuring all necessary paperwork is completed.

Benefits Provided (full-time employees):

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Disability Insurance
• Life Insurance
• Employer-matching 401(k) Plan