Administrative Assistant

Description

This is a part time to begin but may grow into a full-time position. 

POSITION SUMMARY:

The Administrative Assistant is responsible for completion of administrative functions to ensure efficient day-to-day operations across all departments. This role supports leadership through office organization, employee communications, banking, shipping, quoting, accounting, production scheduling, purchasing, recordkeeping, and facility coordination. The Administrative Assistant also plays a key role in ensuring compliance with company policies and procedures.

This position requires strong organizational, interpersonal, and problem-solving skills with the ability to multitask in a fast-paced manufacturing environment.

REPORTING RELATIONSHIPS:

This position reports directly to the Operations Manager. No positions report directly to this position.

REQUIREMENTS:

EDUCATION - Relevant experience is required.

SKILLS - Strong customer service, listening, written and oral communication skills are essential to effectively collect and disseminate information with callers, visitors, customers and employees at all levels of the organization. Strong computer, typing and successful multi-tasking ability is necessary. Professionalism, time management, organization, and prioritization skills are critical competencies. Must be able to successfully work under time and budgetary pressures.

PHYSICAL - Regularly required to sit, walk, talk, stand, bend and hear (with mechanical assistance if necessary), possess specific vision abilities including near vision, distance vision, and ability to adjust focus to perform the essential requirements of the position.

MENTAL - Must be able to read, write and speak English fluently and possess the ability to communicate clearly on technical and business levels while maintaining professional conduct is essential.

WORKING CONDITIONS:

The Administrative Assistant will primarily work in a plant office setting which is a temperature controlled, smoke free environment with occasional exposure to typical factory hazards including noise, dust, and tripping hazards. Fabricast functions in a real market environment that changes at various times of the year which occasionally may create high output or greater time pressure demands.

This position is a PART TIME ROLE, maintaining a 20 hour per week working expectation. Fabricast currently works a four day work week on Tuesdays, Wednesdays, Thursdays, and Fridays. Hours of operation are 530AM to 4PM. This role will be present 5hrs per day on each of those days.

Requirements

ESSENTIAL DUTIES, RESPONSIBILITIES, AND MEASUREMENTS OF PERFORMANCE:

· Follow rules and processes as outlined in the Employee Handbook, Quality Manual, and Safety training regarding conduct and performance standards expected of all employees

· Demonstrate collaborative working relationships, good judgment, reasoning, and professional conduct in all business interactions, representing Fabricast favorably with employees, customers, and vendors.

· Maintain a professional appearance and demeanor appropriate for the position and situation

· Maintain a positive work attitude that reflects the Fabricast Core Values (Care, Hardworking/ Dedicated, Creative Problem Solver, accountability, and Knowledge Seeker)

· Generate production travelers, complete purchase orders for direct materials, generate timecards/job cards, manage accounts payable/receivable, manage banking transactions, generate quote drafts, manage day-to-day office operations, supplies, and vendor relationships.

· Support leadership with meeting coordination, document preparation, and communication tracking.

· Maintain company directories, phone lists, and communication boards.

· Assist with coordination of company events, training, and employee recognition programs.

· Manage data entry related to business operations, reporting, and invoice processing.

· Serve as primary contact for incoming office inquiries and external correspondence.

· Ensure compliance with company policies, safety requirements, and quality documentation procedures.

· Provide back-up support to other administrative functions as needed.