Administrative Assistant

Job Title:

Administrative Assistant

Job Description

The Administrative Assistant serves as the primary point of contact for customers and ensures they receive a consistently world-class customer experience. This role plays a key part in supporting site operations by converting customer orders into production orders, coordinating materials and tooling, and maintaining clear communication between customers and internal departments. The Administrative Assistant supports business objectives by managing customer accounts, monitoring inventory, resolving discrepancies, and providing accurate reporting to plant management and sales teams.

Responsibilities

+ Act as the primary point of contact for customers and ensure they receive a world-class customer experience.

+ Serve as a key member of the site team to help meet or exceed customer expectations and business objectives.

+ Convert customer purchase orders into manufacturing production orders accurately and on time.

+ Ensure raw materials and tooling are ordered and available to support production schedules.

+ Communicate professionally and respectfully with internal and external customers regarding order status, estimates and quotations, order changes, and order confirmations.

+ Monitor and manage customer inventory levels to support order fulfillment and minimize obsolescence.

+ Investigate and resolve order discrepancies, customer quality complaints, overdue accounts receivable, and aged inventory issues.

+ Establish strong relationships and communicate daily with operations, shipping, and maintenance teams to stay informed about plant activities that could impact customer order fulfillment.

+ Demonstrate a thorough understanding of plant-specific manufacturing capabilities to support accurate order planning and customer communication.

+ Coordinate with design, sales, pricing, and operations to manage the implementation of new customer items.

+ Apply a solid understanding of business objectives, goals, and values when making daily decisions.

+ Make daily decisions that maximize customer satisfaction and plant capacity, using technical and business acumen, poise, and a sense of urgency.

+ Build strong relationships with customer contacts to maintain a competitive advantage in delivering a world-class customer experience.

+ Establish, manage, and enforce correct order unitization to ensure accurate and efficient order processing.

+ Demonstrate a solid understanding of pricing models, including variable contribution levels, to support accurate pricing and customer communication.

+ Coordinate warehoused items using basic manufacturing concepts such as replenishment ordering and first-in, first-out (FIFO) inventory management.

+ Routinely assess and report potential obsolescence concerns related to aged inventory.

+ Participate in non-price improvement initiatives, particularly in areas such as aged inventory reduction, trailer utilization, and operational efficiencies.

+ Provide data reporting on orders, sales, and inventory to plant management, sales teams, and customers as requested.

+ Create and manage customer-specific reporting requirements, including daily status updates, order prioritization, MSF delivery, on-time delivery (OTD), and warehoused inventory status.

+ Coordinate internal and external vendors to ensure correct tooling, artwork, and CADs are approved by customers and delivered to the manufacturing team.

+ Demonstrate exceptional administrative, organizational, and communication skills in all aspects of the role.

+ Observe and report noteworthy customer concerns or trends to plant management and sales teams.

+ Participate in production meetings to track orders from receipt of roll-stock through final delivery, ensuring all production steps and shipping plans meet customer commitments.

+ Research and resolve customer order discrepancies, including customer credits or debits, quality concerns, make-up orders, and returned or reworked items.

+ Ensure customer price lists are accurate and update them as required.

+ Research and address discrepancies in weekly accounts receivable reports.

+ Perform general administrative support tasks, including filing, scanning, and clerical duties.

+ Enter and maintain accurate data in spreadsheets, databases, and other systems.

+ Use Microsoft Excel to perform data entry and create or update basic tables, including adding columns and removing rows.

+ Use Microsoft Word to create and edit documents, including adding tables and formatting content.

+ Manage email communication and scheduling using Microsoft Outlook.

+ Apply strong time management and organizational skills to prioritize tasks and meet deadlines.

Essential Skills

+ Experience providing administrative support in a professional office environment.

+ Proficiency in data entry with a high level of accuracy.

+ Proficiency with Microsoft Excel, including data entry, basic formatting, and working with tables and pivot tables.

+ Proficiency with Microsoft Word, including the ability to add tables,…