Administrative Assistant

POSITION OBJECTIVE To efficiently facilitate PO2 Instrument Maintenance in daily operations and perform functions in support of unit wide transactions with I/E staff indepartmental reports, benchmarks, budgets and other special issues in a timely manner.II. MAJOR AREAS OF ACCOUNTABILITY Office Administration & Facility Coordination: Ensure smooth and efficient administrative operations within the manufacturing facility. Maintain office and production area supplies, PPE inventory, and reorder as needed. Manage incoming and outgoing correspondence. Support front desk duties such as greeting visitors, contractors, and vendors. Coordinate maintenance requests and facility service schedules (cleaning, equipment, etc.). Assist with document filing for ISO, OSHA, or quality audits. Scheduling & Production Support: Support production planning and scheduling for optimal workflow. Maintain and update production schedules, shift rosters, and meeting calendars. Coordinate with production supervisors on staffing, overtime, and shift changes. Schedule and document safety meetings, training sessions. Information Management & Reporting: Facilitate clear communication between departments and external partners. Prepare and distribute production, safety, and attendance reports. Draft memos, notices, and internal communications for plant staff. Act as a liaison between PO2 I/E and other production units in the plant. Communicate with suppliers and customers as directed. Maintain confidentiality of employee and operational data. Record Keeping & Compliance Support: Maintain accurate documentation and ensure compliance with company and regulatory standards. Keep up-to-date personnel, training, and certification records. Assist with tracking and filing quality control and inspection reports. Prepare and organize documentation for safety, environmental, or ISO audits. Enter data into AS400 systems (e.g., inventory, production orders, purchasing). Support Engineers and safety teams with documentation and record requests. Vendor Coordination: Support purchasing and vendor management processes. Create and process purchase orders for supplies and services. Monitor vendor performance and follow up on deliveries and invoices. Coordinate with accounting to reconcile purchase orders and invoices. Assist with cost tracking and budget reports for supplies and equipment. THM: Promote cleanliness and order through the implementation of the Total House Keeping Maintenance program. Emphasize Nothing Touch Ground program and No Visual Pollution program. Maintain the plant in like new condition.III. QUALIFICATIONSA. TECHNICAL JOB CRITERIA 1. Previous Related Experience RequiredA minimum of (2) years of clerical experience required, dependent upon education.Experience with AS400, & ERP WebSmart experience preferred. 2. Technical Skills Required to Perform This JobGeneral PC skills such as MS Outlook, Excel, Word, etc. General mathematic and writing skills Good communication skills Ability to work as a team player Good data entry skills Self-motivated, curious, and eager to learn. Knowledge of AS400, ERP Websmart, preferred. Valid Driver’s License. Type 50 WPM required 3. Education High School diploma or equivalent with two (2) years clerical experience; or a Bachelor’s Degree. 4. Other Certification/Training RequiredWill require training in Company Policies and Procedures after hire. Current employees must meet all technical and safety training requirements for current position, as specified in the Master Training Plan. Must participate in the following subject training and pass required certifications.