Job Description
The Administrative Assistant provides administrative support to the manufacturing department, ensuring efficient operations and contributing to the overall productivity of the team. This role involves handling various administrative tasks, coordinating schedules, and assisting with documentation and communication within the department.
Responsibilities & Duties
The essential functions include, but are not limited to the following:
- Administrative Support: Perform general administrative duties such as filing, data entry, and managing correspondence.
- Scheduling: Coordinate and schedule meetings and appointments for the manufacturing team.
- Documentation: Prepare and maintain manufacturing documents, reports, and records.
- Communication: Serve as a point of contact for internal and external communications, ensuring timely and accurate information flow.
- Support Sales & Manufacturing Projects: Support manufacturing projects by organizing materials, tracking progress, and providing administrative assistance.
- Assist in Entering & Managing Sales Orders and Job Orders: Help input and track customer and internal orders, ensuring accuracy and efficient processing from entry to completion.
- Variance Reporting & Adjustments: Help identify and document discrepancies between expected and actual performance or costs and implement corrective actions to improve processes.
- Assist with Routing & Bill of Materials: Help plan and document the manufacturing process by defining the sequence of operations (routing) and creating a detailed list of all materials and components needed (bill of materials).
- Meeting Preparations: Assist with all aspects of meeting preparations, including scheduling, creating and distributing agendas, gathering materials, arranging logistics, sending invitations, and following up with notes and action items.
- Process Creation and Management: Assist in designing, documenting, and maintaining procedures. This includes creating new processes, monitoring and improving existing ones, and keeping detailed records to ensure everyone is informed and aligned.
- Other Duties: Perform other duties as assigned or agreed upon.
- Compliance: Ensure compliance with company policies and procedures, as well as industry regulations.
Qualifications
- Education: High school diploma or equivalent.
- Experience: Previous experience in an administrative role, preferably within a manufacturing environment.
Preferred Skills
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Proficient in using ERP software to manage and integrate business processes, including data entry, process integration, reporting, system navigation, customization, and providing user support (preferred but not required).
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Attention to detail and problem-solving skills.
- Ability to work independently and as part of a team.
- Punctual and reliable.
- Bilingual (preferred but not required).
