Sr. Associate Admin - Plant

Job Description

1. Office Management:

• Organize and maintain office supplies, tools, and equipment used within the manufacturing facility.
• Supervise and ensure proper maintenance of office equipment like copiers, printers,      and computers.
• Maintain an efficient filing and document management system for production schedules, safety records, and compliance documents.

2. Scheduling and Coordination:

• Assist in planning and scheduling production and maintenance activities, ensuring minimal downtime.
• Coordinate the availability of tools, machines, and resources needed for manufacturing.
• Organize and schedule internal meetings, production reviews, and inspections.
• Manage calendars for senior managers and manufacturing team leaders, including scheduling meetings and site visits.

3. Communication and Liaison:

• Serve as a liaison between departments (e.g., production, engineering, logistics, procurement) to ensure efficient operations.
• Answer and direct phone calls, emails, and other inquiries from internal teams, clients, suppliers, and vendors.
• Coordinate meetings, conferences, and factory tours for customers, suppliers, or stakeholders.
• Prepare and send out communications and internal reports as needed.

4. Documentation and Reporting:

• Assist in the preparation of production reports, inventory records, and quality      control documentation.
• Ensure all regulatory and safety documents are filed and updated in accordance      with industry standards and company policy.
• Manage compliance documentation, including health and safety protocols and      environmental standards.
• Prepare  purchase orders, manage supplier documentation, and track inventory      levels.

5. Data Entry and Record Keeping:

• Enter data related to production outputs, machine maintenance schedules, and      inventory management into company systems.
• Monitor and track employee attendance, overtime, and shift schedules.
• Maintain detailed records of inventory levels, manufacturing parts, and supplies to      support production operations.

6. Customer and Supplier Coordination:

• Assist in coordinating with suppliers for raw materials, components, and      equipment needed for manufacturing.
• Track and follow up on deliveries to ensure timely arrival of materials.
• Maintain good relationships with vendors and customers to ensure the timely and      accurate delivery of products.

7. Support to Management:

• Provide administrative support to senior management, including preparing reports,      presentations, and meeting agendas.
• Assist in the budgeting process and financial tracking for production and      operational departments.
• Handle sensitive and confidential information with discretion.

8. Quality and Safety Support:

• Assist in maintaining and updating quality assurance documentation.
• Ensure compliance with health, safety, and environmental standards.
• Help with the coordination of safety audits, inspections, and quality control checks.

9. Process Improvement:

• Assist in identifying opportunities for improving administrative processes to      streamline manufacturing operations.
• Implement and monitor new procedures for more efficient communication or production      flow.

Skills and Qualifications:

• Technical Skills: Proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook)      and any specialized software used in manufacturing environments (ERP or      MRP systems).
• Organizational Skills: Strong organizational skills to manage multiple tasks, schedules,      and deadlines in a fast-paced environment.
• Communication: Excellent written and verbal communication skills to liaise with      production teams, vendors, and management.
• Attention to Detail: Ability to handle precise documentation and ensure accuracy in      reporting.
• Problem-Solving: Ability to anticipate and address issues in scheduling, production, and      inventory management.
• Teamwork: Ability to work effectively with a wide range of staff, from factory floor      personnel to senior management.
• Experience:      Previous administrative experience in a manufacturing or automotive      setting is preferred.
• Knowledge of Industry: Understanding of automotive manufacturing processes and      terminology is beneficial.