Manufacturing/ Production Office Assistant
Department: Administration & Operations Support
Reports To: Owner / General Manager / Office Manager
FLSA Status: Non-Exempt (Hourly)
Employment Type: Full-Time
Experience Required: Mid-Level (5–10 Years)
Citizenship Status: U.S. Citizenship required or U.S. Work Authorization
Position Summary
We are seeking a dependable and highly organized Manufacturing / Production Office Assistant to support the day-to-day administrative and operational needs of our facility. This is a cross-functional role that provides direct support to shop floor production, the accounting department, and company management. The ideal candidate is comfortable working in a fast-paced manufacturing environment, thrives on keeping things organized and moving, and can shift fluidly between production support tasks, administrative duties, and financial data entry without missing a beat.
This position serves as a key communication and coordination hub between the shop floor and the office — helping ensure that jobs are properly documented, materials are ordered and tracked, customers and vendors are communicated with professionally, and that management has the information they need to make good decisions. If you are detail-oriented, a strong communicator, and enjoy being the person who keeps everything running smoothly behind the scenes, this role is for you.
Key Responsibilities
Production & Shop Floor Support
- Create, issue, and maintain work orders, job travelers, routers, and production documentation for machining jobs, contracts, and custom machine build projects.
- Enter new jobs into the company’s ERP system; maintain accurate job records throughout the production lifecycle.
- Track job status and work-in-progress across multiple shifts and departments; communicate schedule updates, priority changes, and delivery information to supervisors and shop personnel.
- Assist with production scheduling support by maintaining job boards, schedule spreadsheets, or ERP scheduling modules under the direction of management or supervisors.
- Process and distribute engineering drawings, change orders, and updated specifications to the appropriate shop personnel; maintain controlled document filing systems.
- Coordinate outside processing requests (heat treat, plating, grinding, anodizing, etc.) including issuing purchase orders, scheduling pickups/deliveries, and tracking turnaround times.
- Assist with shipping and receiving documentation including packing lists, bills of lading, certificates of conformance, and material certifications; verify incoming shipments against purchase orders.
- Maintain material traceability records for aerospace and defense jobs, ensuring certifications and mill certs are filed and accessible for quality and customer requirements.Support the preparation of quotes and job estimates by gathering material costs, outside processing costs, and other data as directed by management or estimators.
Accounting & Financial Support
- Assist the Accountant / Bookkeeper with data entry, invoice coding, purchase order matching, and accounts payable and receivable processing in QuickBooks or the company ERP system.
- Enter vendor invoices, receipts, and expense documentation accurately and in a timely manner; route for approval as required.
- Assist with customer invoicing by compiling job completion documentation, pulling traveler sign-offs, and preparing invoice packages for billing review.
- Maintain organized filing systems for financial records including invoices, purchase orders, receipts, vendor statements, and job cost documentation — both physical and digital.
- Support payroll preparation by collecting and verifying time sheets, shift differential records, and attendance data from shop floor personnel; submit to the accountant or payroll processor on schedule.
- Assist with physical inventory counts and reconciliation by recording counts, entering data, and flagging discrepancies for review.
- Run basic reports from QuickBooks or the ERP system as requested by management or the accountant (job cost summaries, open PO reports, A/R aging, etc.).
Purchasing & Vendor Coordination
- Generate and issue purchase orders for raw materials, tooling, supplies, hardware, and outside services based on production needs and management direction.
- Follow up with vendors on open purchase orders, delivery status, and lead times; communicate delays or shortages to supervisors and management promptly.
- Obtain and compare vendor quotes for materials and services as directed; maintain vendor contact lists and pricing records.
- Receive and process incoming deliveries in the ERP system; verify quantities, part numbers, and certifications against purchase orders and packing slips.
- Coordinate with the shop and accounting to resolve purchase order discrepancies, invoice mismatches, or quality issues with incoming material.
Customer & Vendor Communication
- Serve as a professional point of contact for customer inquiries regarding order status, delivery schedules, documentation requests, and general correspondence.
- Prepare and send order acknowledgments, delivery confirmations, shipping notifications, and certificates of conformance to customers as required.
- Assist in responding to customer requests for quality documentation, material certifications, and inspection records.
- Maintain organized customer files including purchase orders, drawings, specifications, and communication records.
- Handle general incoming and outgoing correspondence including phone calls, emails, and mail; route to the appropriate person as needed.
General Administrative Support
- Provide direct administrative support to ownership and management including scheduling, correspondence, document preparation, and record keeping.
- Maintain organized office filing systems — both physical and electronic — for job files, HR records, vendor files, customer records, and general company documents.
- Assist with onboarding documentation for new hires including collecting I-9s, W-4s, direct deposit forms, and other required paperwork; coordinate with management and HR as applicable.
- Order and maintain office supplies, printer consumables, and general facility supplies.
- Support management with special projects, reporting, data compilation, and other administrative tasks as assigned.
- Maintain a professional, organized, and welcoming front office environment.
Required Qualifications
- 3–5 years of administrative or office experience, preferably in a manufacturing, industrial, or construction environment.
- Proficiency with Microsoft Office Suite including Word, Excel, and Outlook; comfortable with data entry and basic spreadsheet management.
- Experience with QuickBooks (Desktop or Online) for basic data entry, invoicing, purchase orders, or reporting.
- Familiarity with ERP or job shop management software (JobBOSS, E2 Shop, Epicor, or similar) is a strong plus; willingness to learn required systems is essential.
- Ability to read and interpret basic manufacturing documents such as work orders, purchase orders, packing lists, and bills of lading.
- Strong organizational skills with the ability to manage multiple priorities simultaneously in a fast-paced environment.
- Excellent written and verbal communication skills; professional and personable in customer and vendor interactions.
- High attention to detail and accuracy, particularly in data entry, document management, and record keeping.
- Dependable, self-motivated, and able to work independently with minimal supervision while knowing when to escalate issues.
- Comfortable working in or adjacent to an active manufacturing facility.
Preferred Qualifications
- Associate’s degree or vocational training in business administration, office management, accounting, or a related field.
- Prior experience in a job shop, contract machining, custom fabrication, or similar manufacturing environment.
- Familiarity with aerospace or defense manufacturing documentation requirements including material certifications, certificates of conformance, and first article documentation.
- Experience supporting purchasing, shipping/receiving, or production scheduling functions.
- Basic understanding of accounting principles including accounts payable, accounts receivable, and job costing concepts.
- Experience with document control or quality management system (QMS) filing and record keeping.
Work Environment & Physical Requirements
- Professional office environment within an active manufacturing facility; occasional visits to the shop floor to gather information, coordinate with supervisors, or support receiving.
- Primarily Monday–Friday, standard business hours; occasional additional hours may be required during peak production periods or month-end.
- Regular interaction with shop supervisors, machinists, management, customers, and vendors.
- Ability to sit for extended periods; occasional lifting of files, packages, or supplies up to 25 lbs.
What We Offer
- Competitive hourly wage of $20–$28/hr commensurate with experience.
- Profit Sharing.
- Health insurance reimbursement.
- Paid time off, holidays, and sick leave.
- Tuition reimbursement and support for professional certifications.
- Stable, long-term role with broad exposure to all aspects of a growing manufacturing business.
- Collaborative, team-oriented environment where your contributions directly impact the success of the operation.
Pay: $20.00 - $28.00 per hour
Benefits:
- Health insurance
- Paid time off
Work Location: In person
