This role is a 2nd Shift position, Monday-Friday, 2:30pm-11:00pm.

What the Role Is

The Office Administrator/Relief Supervisor is responsible for daily administrative tasks such as reviewing, completing, and filing important documents, performing data entry, and scheduling appointments. The position will also serve as a back-up to Cistern Room & Barrel Warehouse Supervisor/s as needed for coverage.

How You Will Spend Your Time?

  • Review 1st shift supervisors’ daily logs and transfer data to the BPM (Barrels per man-hour) tracking sheet
  • Review daily tank records and enter data in BIC and corresponding excel sheets, creating the daily production lots for barrels filled.
  • Monitor job bid postings and assist in printing for posting and resending to HR
  • Assist department manager in scheduling and ordering of new barrels to support the monthly production plan.
  • Assist in preparing and entering shop orders for Program Barrels
  • Prepare and receive purchase orders in IFS
  • Scan barrel tickets to Cistern Barrel Receipts folder for accounts payable
  • Maintain daily entry/trailer locations, reporting any issues incurred to fleet
  • Scheduling repairs to fleet with vendors timely to maintain production flow
  • Maintain monthly stormwater reporting’s for Shenley, Cox’s Creek, and Gilkey Run, and future sites per growth.
  • Manage Distillate transfers and configure production lots
  • Assist with creation of re-gauge dumps, when needed
  • Prepare Bill of Lading paperwork for outgoing loads
  • Review Bill of Lading paperwork for all inbound loads, checking for accuracy and transferring information into Regauge spreadsheet, when applicable.
  • Cross train with First Shift Barrel Warehouse Inventory Accountant for assistance when applicable:
    • Troubleshoot and research exceptions noted from previous day’s entry download by going to the warehouse for physical verification of barrels in location.
    • Coordinate inspections and physical inventories of customer barrels. Work with accounting and barrel warehouse to perform monthly cycle counts of company owned barrels.
    • Process transfer in bond shipments
    • Assist and maintain daily spreadsheets of general office daily production, as needed.
    • Filing important tax documents by year and transaction type, while managing anything past the hold date to be boxed and set aside for shredding.
    • Assist in keeping the office and office supplies organized and area clean.
  • Leads & directs union team members in absence of Cistern Room & Barrel Warehouse Supervisor
  • Other projects and duties as assigned or required

Who You Are… (Requirements & Qualifications)

  • High school diploma or equivalent
  • Previous experience in data entry and administrative work or equivalent
  • Previous experience leading teams in supervisory or manager role
  • Excellent analytical, time management, and organizational skills
  • Strong written and oral communication skills; ability to communicate with all levels of the organization
  • Ability to think ahead with strong attention to detail and accuracy
  • Must possess strong leadership and problem-solving skills
  • Excellent computer skills with a proficiency in Microsoft Office (Excel, Outlook, Word, Powerpoint, etc.)

Valued but not Required Skills and Experience:

  • Previous supervisory experience within a union environment
  • Knowledge of BIC and IFS
  • Two (2) years administrative experience with an emphasis in Clerical and Inventory Management.

Reporting to this position: 0 Bargaining Unit Employees – Will be responsible for leading a team of 10-12 in the absence of the 2nd shift Cistern Room and Warehouse Supervisor.

Physical Requirements
While performing duties of job, employee is occasionally required to stand; walk; use hands and fingers to handle, or feel objects, and use of computer; reach with hands and arms. Employee must occasionally lift and/or move up to 50 pounds. Must be able to successfully complete and maintain a medical evaluation certification (MEC) per DOT for operating company vehicle/s that exceed a GVWR of 10,001 pounds.


  • Paid Vacation
  • Paid Holidays
  • Health, Dental & Vision eligibility from day one
  • 401K match
  • EAP
  • Maternity/Paternity Leave