Administrator, Materials

Job Description

The Materials Administrator is responsible for managing the flow of materials throughout a project to ensure the right materials are available at the right time and used efficiently. This role oversees project-specific inventory management, material procurement coordination, logistics, and distribution while maintaining accurate material records and inventory levels. Serving as the primary liaison between Field Teams and the Warehouse, the Materials Administrator coordinates material requests, tracks availability and movement, resolves material-related issues, and collaborates closely with procurement, production, and operational teams to support project success and minimize disruptions.

Job Responsibilities

• Serve as the primary point of contact for project teams, receiving material requests and coordinating fulfillment to supporting project and production requirements.
• Communicate with vendors, suppliers, warehouses, and internal stakeholders to track inventory movement, quantities, and material availability across multiple locations.
• Perform and maintain all inventory transactions within NetSuite ERP, including receiving transfers, production transactions, adjustments, scrap transactions, cycle counts, and shipments.
• Track, investigate, reconcile, and correct inventory discrepancies to ensure inventory accuracy and accountability.
• Review inventory movement and transaction data, identify errors or unusual activity, and report findings to management.
• Coordinate the procurement, staging, packaging, shipping and delivery of materials to field locations, manufacturing sites, warehouses, and other designated destinations.
• Develop and execute project-specific packaging and shipping plans, ensuring required materials and packaging resources are available and shipped according to project work plans and production timelines.
• Collaborate with Logistics and Warehouse teams to coordinate transportation, deliveries, and material distribution while resolving material shortages, delays, and other supply-related issues.
• Generate inventory and material reports, monitor inventory levels, usage, and trends, and provide updates and recommendations to management.
• Conduct cycle counts (Smart Counts) and participate in physical inventory activities to ensure inventory accuracy and compliance.
• Scan, print, and maintain required inventory, shipping and receiving documentation.
• Manage sensitive inventory and project data while maintaining accurate documentation and system records.
• Attend and contribute to project, inventory control, and production meetings to support planning, communication, and continuous improvement initiatives.
• Perform other duties and responsibilities as assigned.

Education/Experience

• Associate's degree required, Bachelor's degree preferred.
• Minimum of 2 years relevant experience required, 5 years preferred.
• Experience working within an ERP system required; NetSuite experience preferred.

Skills/Abilities

• Proficient written and oral communication, organizational, and interpersonal skills are required.
• Prior use of Microsoft Office applications (Excel, Word, etc.) required.
• Must be able to work within a collaborative team environment while also working independently and be responsible for the tasks assigned.
• Coordinate with internal departments to understand material requirements and ensure timely delivery.

Travel

• Local Travel: Less than 10%

Working Conditions

• Office Environment - Must be able to remain in a stationary position 50% of the time and occasionally move about inside the office to access file cabinets, office machinery, etc. Required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. May be required to exert up to 25 pounds of force occasionally to lift, carry, push, pull or otherwise move objects, including the human body.
• Factory - The worker may be subject to hazards. Includes a variety of physical conditions, such as proximity to moving mechanical parts, vibration, moving vehicles, electrical current, exposure to temperature changes or exposure to chemicals. While performing the duties of this job, the employee may be exposed to fumes, airborne particles, odors, dust, mists, and gases. The noise level in the work environment can be loud. Required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes. Machinery operation requires the use of safety equipment to include but not limited to eye safety glasses, hearing protectors, work boots, and lab coats. May be required to exert up to 50 pounds of force occasionally to lift, carry, push, pull or otherwise move objects, including the human body.