Administrative Operations Supervisor (Administrative)

Founded in 1983 by principal shareholder William I. Koch, Oxbow is a global leader in recycling refinery and natural gas coproducts. Headquartered in West Palm Beach, Florida, Oxbow employs approximately 800 individuals worldwide. The company specializes in the production and distribution of calcined petroleum coke and fuel grade petroleum coke, as well as providing bulk storage and handling for petroleum coke and other commodities. Oxbows products are essential in the production of aluminum, steel, glass, and cement, and are also used in various innovative products, including high-performance plastics, solar panels, electronics, and batteries.
Position Overview
Oxbow Midwest Calcining LLC is seeking an Administrative Operations Supervisor to join our team in Lemont, IL. This role is responsible for overseeing administrative, accounts payable, human resources, payroll, and purchasing functions, ensuring efficient plant operations. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple tasks while coordinating with various departments for overall plant productivity.
Key Responsibilities
Manages purchasing tasks, including the service agreement process, procurement of materials, supplies, services, and other items in accordance with established procedures and instructions. Creates purchase orders and establishes new vendors in Oracle.
Manages billing and generates monthly invoices for vendors. Maintains files and gathers data needed to prepare billing for all account related expenses, leases, miscellaneous insurance, and various hauling and lab services. Follows up on the status of past due invoices. Manages all timekeeping and payroll reporting using the Paymaster System. Reviews and edits timecards in Paymaster accordingly.Works with the payroll department to ensure accurate and timely pay. Follows up with supervisors on issues and resolves discrepancies. Completes expense reports for employees and enters them into the oracle system.Handles recruitment and onboarding process for all new hires, including prescreening, interview scheduling, preparation of offer documents and completing of the I9 in Paymaster.Supports the lab by monitoring inventory and ordering supplies or parts. Assists with entering data into the laboratory database. Orders and maintains all office supplies for the plant.Prepares miscellaneous reports.Schedules pre-employment and random screenings, respirator screenings, hearing tests, and truck driver physical exams for all plant employees. Coordinates Annual Flu Shot Program.Maintains the plants general files.