Office Administrator

Job Description

Job Description

Position Summary

This Role is responsible for supporting the day-to-day administrative and operational functions of the manufacturing facility. This role coordinates production planning, workforce administration, materials management, purchasing, inventory control, and operational reporting to ensure efficient plant operations and on-time customer delivery. Working closely with the Plant Manager and cross-functional teams, the coordinator helps balance production demands, labor resources, and material availability while maintaining accurate records and reporting.

Key Responsibilities Production Planning & Order Management

• Process work orders and maintain production schedules based on customer demand and operational capacity.
• Coordinate with Operations, Engineering, and Planning teams to ensure production requirements are met.
• Monitor order status, identify scheduling risks, and support on-time delivery performance.
• Collaborate with Materials Management to optimize inventory levels and material availability.

Workforce & Labor Administration

• Review and validate labor and timekeeping records.
• Support workforce planning efforts to align staffing levels with production requirements.
• Manage payroll-related reporting and ensure timely submission of labor data.
• Monitor attendance, overtime, and labor utilization.
• Analyze labor performance and provide reporting to improve productivity and efficiency.

Materials Planning & Purchasing

• Monitor inventory levels and material requirements to support production schedules.
• Coordinate material assignments and resolve shortages with planning and operations teams.
• Create and manage purchase orders for production and MRO materials.
• Obtain supplier quotations and support vendor management activities.
• Reconcile invoices, resolve pricing discrepancies, and ensure timely vendor payments.

Inventory Control

• Support cycle counts and inventory audits.
• Investigate inventory discrepancies and implement corrective actions.
• Maintain accurate inventory records and ensure inventory accuracy goals are achieved.
• Track inventory performance and provide variance reporting.

Reporting & Administration

• Maintain production, labor, inventory, purchasing, and vendor records.
• Prepare and submit operational reports and performance metrics.
• Ensure data accuracy across ERP, scheduling, inventory, and time-management systems.
• Provide monthly management reports covering key operational indicators.

Employee Onboarding Support

• Coordinate administrative onboarding activities for new employees.
• Partner with HR to ensure completion of required documentation.
• Support orientation and new-hire administrative processes.

Qualifications

• 2-4 years of experience in manufacturing operations, production planning, inventory management, purchasing, supply chain, or a related field.
• Strong organizational, analytical, and problem-solving skills.
• Experience with production schedules, work orders, labor reporting, inventory control, and purchasing processes.
• Proficiency in Microsoft Office, particularly Excel.
• Experience with ERP/MRP systems; JD Edwards (JDE) experience preferred.
• Strong communication and interpersonal skills with the ability to work effectively across departments.
• High School Diploma required; Associate's or Bachelor's degree in Business, Operations, Supply Chain, Manufacturing, or a related discipline preferred.
• Bilingual English/Spanish preferred.

Success Factors

• Strong attention to detail and data accuracy.
• Ability to manage multiple priorities in a fast-paced manufacturing environment.
• Collaborative approach when working with operations, HR, procurement, finance, and suppliers.
• Commitment to continuous improvement, efficiency, and on-time delivery performance.

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