Administrative Assistant/Customer Relationship Coordinator

**Administrative Assistant/Customer Relationship Coordinator** Location **US - Merrillville, IN** Sector **New Markets** Requisition Number **14339** *Johnson Matthey (JM) is a global leader in science that enables a cleaner and healthier world. With over 200 years of sustained commitment to innovation and technological breakthroughs, we improve the function, performance and safety of our customers products. Our science has a global impact in areas such as low emission transport, pharmaceuticals, chemical processing and making the most efficient use of the planets natural resources. Today more than 14,000 Johnson Matthey professionals collaborate with our network of customers and partners to make a real difference to the world around us.*

**T ogether for a cleaner, healthier world.**

Reporting to the regional Project Manager, the CRC job role is multi faceted and includes many aspects of customer service, administrative assistance to the regional Project Manager as well as operational support to all staff within the site and region. Position will have a reporting line to the Service Delivery Manager North America for travel and administrative duties.

**Your responsibilities:**

**Operational & Customer Support**

* Prepare necessary job files for each project and handover to regional field staff as and when required.

* Ensure that job folder documentation from field personnel is complete prior to filing.

* Act as first point of contact for customers within the region, answering telephone calls and diverting to the relevant person within the company.

* Order necessary office and equipment supplies as and when necessary for the local office.

* Maintain Job Planning Board/Job Calendar/Job listing Folder.

* Process and Co-ordinate reciprocity requests for local and regional sites.

* Coordinate necessary site-specific safety course programs,

* Manage administrative and project filing systems.

* Provide routine clerical duties in support of technical staff. In addition, the CRC will also be expected to introduce and manage systems of work that allow efficient and improved operational activities.

**Financial System Support**

* Purchase Order Provision obtain a PO that covers the work to be performed. Amend said PO as necessary as well.

* Weekly Job Reports - Submit every Wednesday a weekly job report using the specified format.

* Invoice Submission - Accurately Code, scan and send to the Accounts Receivable on a weekly basis throughout the month necessary paperwork in order that the company can invoice for work performed.

* Crew Recharge - By the 25th day of every month or sooner if it falls across a weekend or holiday submission of the crew recharge form.

* Collection and Dispatch of Expense Forms ensure that all reports are submitted to, checked and authorized by the Project Manager. The Project Manager or other Senior Manager may request the job holder to pre-screen all expenses to be submitted to ensure compliance with company policy prior to review and sign off.

* Request for Payment Submissions timely submission to Accounts Payable following review and sign off by the Project Manager.

* Accounts Payable Processing regional supplier invoices. The job holder must code each invoice with the specific cost code and the Project Manager must sign and date as an acceptance that the invoice can be paid. It is the responsibility of the regional CRC to chase up supplier invoices as part of the net to gross commissions system to ensure prompt payment of both the suppliers invoice and commissions to the field staff.

* Net to Gross Commission Forms and their completion - In a timely manner, fully complete a net to gross commission form for each project prior to its transfer to corporate for processing. It is the responsibility of the CRC to chase any outstanding costs associated with each project and their addition to the relevant section of the form.

* Stock Allocation to Projects - Inform the Financial Controller after the use of any Kr-85, Kr-79, tritium as water or reservoir tracers in order that central; stock holdings can be reduced and the cost associated with stock usage is transferred to the relevant project / region.

* Debt Collection - Work with Accounts Receivable to chase late payments and bad debt in the specific region using relationships with purchasing departments.

* Internal Purchase Order Procedure - Ensure that all staff within the region are using the internal purchase order system to request the purchase of any material item. The purchase order should be signed by both the requestor and the regional manager. The PO must be filed electronically within the shared system for all to reference.

* Local Business Certificate Requirements & Tax Issues - The CRC must pass all business certificate or taxation correspondence to the Financial Controller to deal with through Corporate Johnson Matthey.

**Information Technology Troubleshooting**

* Work in support of the Project Manager and corporate IT job-holder to ensure suitable, working hardware and software is in place within the regional office.

**Human Resources**

* In support of the Project Manager maintain up-to-date records of vacation, emergency and sick time for regional field personnel using the Attendance Management Database.

* Ensure that job folder documentation from field personnel is complete.

* **Business Development**

* Assist the Technical Advisors in the assigned region, on an as needed basis, with the organization of presentations, lunch and learns, and the preparation and distribution of sales materials.

**Travel Coordination**

* Provide travel support to other CRC(s) as needed which may include:

* Coordinate all travel arrangements as and when required by field operational and commercial staff using corporate rates and plans wherever possible. Area of responsibility will be staff from North America bases.

* Maintain accurate log of all travel arrangements made for each employee.

* Maintain up to date information on staff to accurately book domestic and international travel as needed.

* Negotiation corporate rates for hotels routinely stayed at by staff.

* Ensure each Project Manager are being copied on travel arrangements.

**Quality and EHS**

* Assist global team with any EHS or Quality initiatives.

* Work with EHS and Quality to manage systems of work that allow efficient and improved opportunities for the NA offices.

**How you will be rewarded:**

We offer a competitive compensation and JM Elements benefits package including Bonus, excellent pension contributions and 20 days annual leave; Our JM Elements Benefits programme helps our employees understand and manage the JM benefits, as well as help them focus on your overall wellbeing for you and your family.

We use our inspiring science and technology to enhance lives. For those who are passionate about sustainable solutions and shaping our markets, we offer stretch and a wealth of diverse opportunities.

Well give you freedom to bring your whole self to work and be part of a team where difference matters and all voices are heard, that genuinely cares for you and where your contribution is appreciated. Well empower you to lean in and make things happen, to create solutions and value for our customers. United by our values and vision, were self-starters, sharing the same values and accountability and always with a shared commitment to doing the right thing. Were passionate about making a difference and delivering a better tomorrow for us and for you a cleaner and healthier world, today and for future generations.

**How to apply:**

If you have the necessary skills and experience to join our team, please apply online. For any queries or should you require any reasonable adjustments to support your application please contact Rebecca.Balkiewicz@