Administrative Assistant

Administrative Assistant

Location: Southeast San Antonio, TX

Administrative Support Position Summary

The Administrative Assistant provides comprehensive administrative and clerical support to ensure efficient operation of the department. This role supports leaders and teams by managing documentation, coordinating communication, maintaining records, and assisting with compliance-related administrative tasks.

This position plays a critical role in maintaining organized, audit-ready documentation and supporting cross-functional coordination within a manufacturing environment.

Key Responsibilities

Administrative Support

• Manage calendars, meeting scheduling, and conference logistics for leadership and team members
• Prepare and distribute meeting agendas, minutes, and action item trackers
• Draft, proofread, and format professional communications, reports, and presentations
• Maintain office supplies inventory and coordinate procurement requests

Document Control & Records Management

• Maintain organized filing systems (electronic and physical) for departmental records
• Support document control processes to ensure compliance with ISO standards (e.g., ISO 14001 / ISO 45001)
• Track and archive key documents such as SOPs, policies, audits, NCRs, and training records
• Ensure documents are revision-controlled and audit-ready

Compliance & Reporting Support

• Assist with preparation and coordination of audits, inspections, and compliance activities
• Maintain logs, registers, and trackers (e.g., corrective actions, training, incident reports)
• Support data entry and reporting in systems related to safety, quality, or environmental compliance
• Coordinate required documentation for regulatory agencies (OSHA, EPA, TCEQ, etc.)

Communication & Coordination

• Serve as a point of contact for internal and external stakeholders
• Coordinate meetings with contractors, vendors, and cross-functional teams
• Assist in onboarding new employees (documentation, scheduling training, etc.)

Operational Support

• Assist with tracking department metrics (KPIs, safety performance, audit findings)
• Support special projects and continuous improvement initiatives
• Maintain confidentiality of sensitive information and personnel records

Qualifications

Education

• High school diploma or GED required
• Associate's degree in Business Administration or related field preferred

Experience

• 2+ years of administrative experience (manufacturing or technical environment preferred)
• Experience supporting EHS, Quality, or Operations teams is a plus

Skills & Competencies

• Strong organizational and time management skills
• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Ability to manage multiple priorities and meet deadlines
• High attention to detail and accuracy (critical for audit readiness)
• Strong written and verbal communication skills
• Familiarity with document control systems and compliance tracking tools preferred
• Ability to handle confidential information with discretion

Work Environment

• Office setting within a manufacturing facility
• May require occasional interaction with production areas (PPE may be required)

Key Performance Indicators (KPIs)

• Accuracy and timeliness of documentation and reports
• Audit readiness of departmental records
• Completion and tracking of assigned action items
• Responsiveness to internal and external requests

Schedule

• Full-time
• Monday through Friday (weekends as needed)
• 1st Shift

Skills

• Administrative Support
• Filing and Records Management
• Phone Etiquette
• Document Preparation and Printing
• Data Entry
• Customer Service
• Microsoft Office
• Organizational Skills
• Multitasking
• Time Management