Production Administrative Assistant

• Job Category Production , Manufacturing , General Administration
• Employee Type Non-Exempt Standard
• Required Degree High school

Description

Hayden Industrial, a leading manufacturer of industrial cooling systems, is seeking a Production Administrative Assistant to join our team in Tulsa, Oklahoma
. The Production Administrative Assistant is responsible for maintaining production records, entering and tracking data, preparing reports, organizing documentation, coordinating information, and providing day-to-day administrative support to Production leadership.

• Provide administrative support to Production Managers and Supervisors.
• Manage daily employee labor scheduling and maintain accurate labor records. Including monthly labor report.
• Process labor transactions for the Mingo facility, including weekday and weekend support.
• Assign new hires to the appropriate shift, department, and reporting manager.
• Resolve employee time and attendance discrepancies.
• Process vacation and leave requests while maintaining accurate attendance records.
• Order office and production supplies and materials as needed.
• Maintain employee roster and organizational assignments in company systems.
• Communicate staffing updates with supervisors and department managers.
• Assist with general administrative support, data entry, and recordkeeping for manufacturing operations.

Hayden Industrial has determined this position involves safety-sensitive job duties and will be considered a safety-sensitive position for purpose of the Oklahoma Medical Marijuana and Patient Protection Act (“The Unity Bill.”) effective August 29th, 2019.

• Maintain accurate production records, files, and documentation.
• Enter production information into the company ERP/MRP system and other applicable systems.
• Maintain and update production spreadsheets, trackers, schedules, and reports.
• Prepare daily, weekly, and monthly production reports.
• Compile production data for management review and production meetings.
• Track work orders, production orders, job status, and completion information.
• Maintain accurate records of production activity and job progress.
• Assist with tracking production schedules and communicating schedule updates.
• Distribute production schedules, reports, forms, and other documentation to appropriate personnel.
• Prepare paperwork and documentation for production jobs.
• Review production paperwork for completeness and follow up on missing information.
• Organize and maintain electronic and paper production files.
• Assist with document control and ensure current forms and documents are readily available.
• Enter and maintain employee-related production records, including training and qualification documentation.
• Prepare reports related to production staffing and labor information.
• Track and maintain production-related metrics and administrative data.
• Assist with preparing information for production meetings.
• Take meeting notes and maintain action-item lists when requested.
• Follow up with appropriate personnel regarding outstanding administrative items and action items.
• Assist with collecting information from Production, Quality, Engineering, Purchasing, and Warehouse.
• Communicate production-related administrative information to appropriate departments.
• Assist with maintaining records related to quality issues, rework, and nonconforming material.
• Maintain organized records for production audits and customer or regulatory documentation requests.
• Assist management with special projects, reports, spreadsheets, and other administrative assignments.
• Maintain confidentiality of employee, production, customer, and company information.
• Perform other administrative duties as assigned.

• High school diploma or equivalent
• Previous administrative, clerical, or office experience preferred.
• Previous experience in a manufacturing environment preferred.
• Strong computer skills and proficiency with Microsoft Office.
• Strong Excel skills, including the ability to enter, organize, sort, filter, and maintain data.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple tasks and changing priorities.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality.
• Ability to work independently while also supporting a team.
• Dependable attendance and punctuality.
• Experience supporting a Production or Operations Department.
• Experience with an ERP/MRP system.
• Experience maintaining production records or manufacturing…