Admin & Operations Support

Come build the future with us. Interstate Advanced Materials is seeking a full-time Admin & Operations Support professional for our Urbandale, IA facility. At Interstate Advanced Materials, we support the professional growth of our employees while providing exceptional service to our customers. We are a wholesale distributor and fabricator of high-performance plastic sheet, rod, tube, and film, serving industries such as aerospace, defense, semiconductor, medical, food processing, automotive, agriculture, and more.

Headquartered in Sacramento, CA, our family-owned company employs over 170 team members across seven states. As an environmentally sustainable and award-winning organization, we are committed to solving customer challenges through innovation, dedication, and collaboration. If you’re passionate about doing your best work at a company that values your contributions, we want to hear from you.

Position Summary
The Admin & Operations Support role provides a blend of administrative, billing, purchasing, customer-support, and operational coordination functions. This position ensures accurate order processing, supports procurement activities, maintains strong vendor and customer communication, and assists with inventory and production coordination to keep operations running efficiently across departments.

Responsibilities
Administrative & Billing Support

• Prepare and process invoices.
• Ensure accuracy of all billing details, including materials, labor, pricing, and shipping charges.
• Maintain organized account records, documentation, and administrative reporting.

Purchasing & Vendor Management

• Source, quote, and purchase materials and supplies to meet daily production and warehouse needs.
• Review purchase requisitions for accuracy, including pricing, part numbers, and quantities.
• Maintain strong relationships with approved vendors, carriers, and fulfillment partners to ensure competitive pricing and reliable deliveries.
• Manage functions including warehousing, inventory management, order fulfillment, and processing of credits or returns as needed.
• Evaluate fulfillment service levels, freight costs, and carrier performance to support cost optimization and operational efficiency.
• Follow up with vendors and logistics partners on open orders, lead times, and shipping schedules to ensure timely fulfillment.
• Verify supplier confirmations and update purchase order details in the ERP system.
• Coordinate with receiving and accounting to resolve discrepancies on deliveries, invoices, or purchase orders.

Order Entry & Operational Support

• Enter customer orders and purchase orders accurately in the ERP system.
• Verify pricing, product codes, lead times, and shipping details before submitting orders for processing.
• Communicate with production, warehouse, and logistics teams to confirm material availability and shipment timelines.
• Support inter-branch, drop-ship, and fulfillment-managed orders to ensure correct routing and documentation.
• Maintain accurate digital and physical records of all orders, purchase transactions, and logistics documentation.

Inventory & Production Coordination

• Use Syspro (and/or WISE procurement tool) to review inventory levels, job details, and material availability.
• Conduct warehouse walkthroughs to remain informed about stock status and help maintain min/max inventory expectations.
• Check in with shop staff to understand job progress, scheduling impacts, and material requirements (as needed).
• Assist with material coordination, information gathering, and internal communication to support smooth job flow.

Continuous Improvement

• Identify opportunities to improve workflow efficiency, reduce errors, or enhance customer and vendor experience.
• Recommend improvements in billing accuracy, order processes, procurement practices, or documentation standards.
• Provide weekly updates to leadership on goals, progress, operational issues, and administrative workload.

Requirements

• Strong administrative, billing, purchasing, and data-entry accuracy.
• Ability to learn and effectively use Syspro, WISE, and CRM systems.
• Strong communication and customer service skills.
• Excellent attention to detail and organization.
• Ability to multitask and prioritize in a fast-paced environment.
• Comfortable interacting with vendors, shop staff, warehouse teams, and cross-functional departments.
• Proactive mindset with interest in process and workflow improvement.

Benefits:

We offer a comprehensive benefits package for full-time employees, including:

• Medical, dental, and vision insurance
• Paid vacation and sick time
• Paid company holidays
• 401(k) retirement plan with company match

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