ERP Administrator

The ERP Systems Administrator plays an important role in making that work possible. Behind every order, inventory update, financial record, and report is a system that staff and partners depend on every day. When those systems are accurate, reliable, and easy to use, our teams can spend less time working around technology and more time getting food and resources where they are needed most.

This role helps keep those systems connected, secure, and responsive to the needs of the organization. By partnering with teams across finance, warehouse operations, supply chain, community partnerships, and leadership, the ERP Systems Administrator helps solve problems, improve processes, and strengthen the infrastructure that supports our mission.

The impact of this position may happen behind the scenes, but it is felt throughout the organization - in smoother operations, better information, stronger accountability, and ultimately in our ability to serve neighbors across Northwest North Carolina with care, dignity, and consistency., The ERP Systems Administrator is responsible for the administration, optimization, and continuous improvement of three mission-critical platforms: Oracle NetSuite (ERP), WAERlinx Warehouse Management System (WMS), and the HarvestHub ordering platform used by our partner agency network. This role ensures these interconnected systems operate with precision, evolve alongside organizational needs, and empower every team - from warehouse logistics to finance to community partnerships - to do their best work.

This position directly advances Second Harvest’s ability to:

• Track every pound of food from donation through distribution with accuracy and accountability.
• Connect partner agencies with seamless access to ordering, reporting, and communication tools.
• Maintain financial transparency in compliance with USDA, NCDA, Feeding America, and private donor requirements.
• Automate key workflows to reduce errors, save staff time, and scale operations efficiently.
• Support warehouse operations with real-time inventory data and logistics coordination.
• Minimize system downtime that could disrupt food distribution across the region.

PRIMARY RESPONSIBILITIES

ERP Administration & Optimization - Oracle NetSuite

Serve as the primary administrator for Oracle NetSuite, ensuring the system is fully configured, reliable, and aligned with organizational priorities across finance, procurement, inventory, and reporting.

• System Configuration & Customization Maintain and customize NetSuite modules spanning finance, procurement, inventory, order management, reporting, and compliance.
• Workflow Automation & Integration Build and refine custom workflows, approval processes, and system integrations to improve cross-departmental efficiency.
• User Management & Security Administer roles, permissions, and security settings to protect data integrity and support compliance requirements.
• Cross-Department Collaboration Partner closely with finance, warehouse operations, supply chain, development, and partner agency teams to ensure NetSuite evolves with their needs.
• Reporting & Analytics Develop real-time dashboards, saved searches, and KPI tracking tools that support data-driven decision-making across the organization.
• System Enhancements Proactively identify and implement new NetSuite features and capabilities to improve scalability and operational effectiveness.
• Troubleshooting & Support Serve as the primary internal resource for resolving NetSuite technical issues quickly and thoroughly., Oversee the administration of Second Harvest’s warehouse management infrastructure, ensuring accurate, real-time inventory tracking and seamless integration with NetSuite.
• System Maintenance & Optimization Manage the WAERlinx integration with NetSuite to ensure reliable inventory tracking and stock movement data.
• Order Management & Fulfillment Support operations and partnerships teams by optimizing order processing flows across SuiteCommerce Advanced, Oracle NetSuite, and WAERlinx.
• Data Accuracy & Compliance Maintain real-time synchronization between WMS and ERP platforms to ensure accurate inventory records at all times.

Partner Agency Portal Administration - HarvestHub Intranet

Administer the HarvestHub platform that serves as the primary digital interface between Second Harvest and its network of partner agencies across 18 counties.

• System Administration Maintain and update intranet content, workflows, and access controls to support reliable partner agency operations.
• Customization & Enhancements Improve the partner experience through custom dashboards, forms, and automation that streamline agency access to ordering, reporting, and communications.
• Partner Agency Support Provide support for Agency Services with agency portal issues.

Training, User Adoption & Technical Support

Empower staff and partner agencies to fully leverage these platforms through structured training programs, hands-on support, and a commitment to continuous improvement.

• Develop Training Resources Create step-by-step guides, video tutorials, and structured workshops for NetSuite, WMS, and the HarvestHub portal.
• Lead Training Sessions Facilitate individual and group training for both internal staff and partner agency representatives.
• Technical Support Provide responsive technical assistance to staff experiencing system issues and maintain thorough documentation of resolutions.
• User Experience Improvements Gather feedback from users to identify friction points and implement solutions that make systems easier and more effective to use.

Compliance, Data Security & System Integrity

As a federally and state-funded nonprofit, Second Harvest operates under strict compliance and reporting standards. This role is critical to maintaining the integrity and security of all ERP-related data.

• Grant & Donor Reporting Compliance Implement automated tracking and reporting aligned with requirements from USDA, NCDA, Feeding America, and other funding partners.
• Data Security & Access Control Monitor and maintain role-based security protocols to protect sensitive organizational and partner data.
• System Audits Conduct regular audits to ensure data accuracy, identify risks, and uphold reporting integrity.

Vendor & Third-Party Relationship Management

Serve as the primary point of contact for all ERP technology vendors and third-party system integrators, ensuring Second Harvest receives optimal performance, timely support, and continuous capability growth.

• Vendor Communication & Coordination Maintain active relationships with Oracle NetSuite, WAER Systems, HarvestHub (SuiteCommerce Advanced), Myers-Holum, Stripe, and other technology partners; ensure contracts and service agreements remain current.
• System Enhancements & Upgrades Collaborate with vendors on custom development, feature evaluations, and software updates; assess impact before deployment.
• Third-Party Integrations Oversee integrations between NetSuite and external platforms including Stripe, grant management systems, logistics tools, and partner ordering solutions.
• Issue Resolution & Escalation Act as the first point of escalation for vendor support tickets; maintain documentation of interactions, resolutions, and best practices.
• Budget & Cost Management Assist in evaluating vendor contracts, identifying cost-saving opportunities, and aligning technology investments with organizational priorities.
• Compliance & Security Standards Ensure all ERP integrations meet data security, nonprofit compliance, and financial auditing requirements., * What is your experience administrating ERP systems? Which platforms have you worked with and what were you responsible for day to day?

• Experience: 3+ years of direct NetSuite administration experience required.
• ERP Background: 6-10+ years in ERP administration and technical support across platforms.
• Certification: NetSuite Certified Administrator or equivalent Cloud ERP certification strongly preferred.
• Technical Depth: Strong working knowledge of SuiteScript, workflow automation, saved searches, and custom record development.
• Business Acumen: Solid understanding of accounting principles, procurement cycles, inventory management, and nonprofit operations (preferred).
• Systems Thinking: Familiarity with the software development lifecycle, QA practices, and user experience design principles.
• Supply Chain Knowledge: Experience with logistics, distribution, or warehouse management systems is a significant advantage.
• Communication: Exceptional written and verbal communication skills, including the ability to translate complex technical concepts for non-technical audiences.
• Microsoft Proficiency: Advanced Excel skills and strong fluency across the Microsoft 365 suite.
• Problem-Solving: Strong analytical instincts and a solutions-oriented mindset.
• Mission Alignment: Genuine passion for Second Harvest’s mission to eliminate hunger and build lasting community solutions.
• Professional Conduct: Demonstrates cooperation, respect, and reliability across all interactions with staff, partner agencies, donors, and board members.

WORK LOCATION & SCHEDULE

This is a full-time, on-site position based at Second Harvest’s facility in Winston-Salem, NC. On-site presence is essential during the onboarding period and for day-to-day collaboration with warehouse operations, finance, and leadership teams.

PHYSICAL REQUIREMENTS

The physical requirements and work environment described below are representative of those encountered while performing the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

• Ability to perform computer-based work for extended periods, including frequent use of a keyboard, mouse, telephone, and other standard office technology.
• Ability to sit, stand, walk, bend, and move between office and warehouse areas throughout the workday as needed.
• Ability to occasionally lift, carry, or move equipment, supplies, or materials weighing up to 25 pounds.
• Ability to safely navigate an active warehouse and food distribution environment, including areas with forklift and equipment traffic, loading and receiving activity, and other ongoing operational functions.
• Ability to work periodically in a warehouse environment with elevated noise levels and varying temperatures.
• Ability to communicate effectively in person, by telephone, and through written and electronic communication, including in environments where background noise may be present.
• Ability to spend portions of the workday in warehouse and operational areas while troubleshooting systems, equipment interfaces, inventory processes, or other technology-related issues.
• Work location and daily activities may shift based on operational needs. The position requires flexibility to respond to system issues and provide on-site support where needed to help maintain continuity of operations.
• Ability to manage interruptions and changing priorities in a fast-paced operational environment, particularly when technology issues affect warehouse, inventory, ordering, or other critical business functions.
• Some troubleshooting or system-support needs may require extended periods of standing, walking, or working at operational workstations rather than at a traditional desk.
• Occasional travel to meetings, partner locations, training sessions, or organizational events may be required.
• Regular and reliable on-site attendance is an essential function of the position due to the role’s responsibility for supporting systems used in day-to-day operations., * NetSuite: 3 years (Required)

$95,000 - $105,000 a year - Permanent, Full-time, Pulled from the full job description

• Professional development assistance
• 401(k)
• Health insurance
• Retirement plan
• 401(k) matching
• Paid time off
• Vision insurance, * 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

At Second Harvest Food Bank of Northwest North Carolina, we believe Everyone Deserves to Eat. That belief guides everything we do across our 18-county service area - from how food moves through our warehouse to how quickly and reliably our partner agencies can serve their communities., Second Harvest Food Bank of Northwest North Carolina is an equal opportunity employer. We are committed to building a team that reflects the communities we serve.