Assembly Administrative Coordinator

The Assembly Administrative Coordinator is accountable for the accuracy, timeliness, and continuity of assigned administrative processes supporting assembly and machine shipping. This role coordinates production documentation, supplies, purchasing paperwork, records, and support services; manages recurring deadlines; and resolves routine issues within established procedures. Working with the primary administrative employee, the coordinator maintains full backup capability and independently completes assigned work under the direction of the Assembly Manager.

Scope and Responsibilities:

Essential duties include, but are not limited to the following:
• Administrative Coordination and Coverage: Coordinate assigned daily and recurring administrative work with the primary administrative employee and Assembly Manager. Maintain task schedules, written procedures, and open-item records. Cross-train across all listed duties and independently provide coverage during absences and workload peaks.
• Supply Planning and Purchasing Coordination: Monitor usage and stock levels; plan replenishment of office, assembly, and shipping supplies to prevent shortages. Coordinate orders and follow up on delivery through established purchasing procedures. Supplies include stools, tools, phone accessories, lubricants, boxes, plastic sheeting, CRT covers, copier paper, and machine packet sleeves, stickers, binders, and dividers.
• Invoice and Requisition Control: Receive and review Hosea invoices for accuracy and completeness. Process approved purchase order requisitions and invoices, route them to Accounting, and track unresolved items. Coordinate corrections and obtain missing information or approvals from the responsible personnel.
• Production Document Coordination: Print acknowledgements and distribute approved copies upon receipt. Sort by machine type; add Assembly Tracker floor positions for lathe and vertical machines on the floor and route copies to the supervisor or designated contact. Maintain and routinely review binders for machines not yet on the floor so current acknowledgements are available. Route large lathe and Syncrex acknowledgements to supervisors.
• Machine Packets and Records Management: Coordinate administrative support for printing and assembling machine packets as needed and maintain the required materials. Receive crane sheets, accurately enter information into the tracking spreadsheet, scan records, and organize them for retrieval. Follow up on incomplete or unclear entries.
• Department Communications: Check mailboxes and distribute mail promptly. Maintain an accurate production floor telephone list and coordinate replacement of outdated copies at every production floor phone three to four times per year.
• Office Services and Events: Resolve routine copier and printer issues and coordinate service follow-up. Plan retirement luncheons and gifts within approved arrangements. Maintain the assembly office, conference room, and kitchenette through routine cleaning and organization, including weekly garbage removal.
• Vehicle and Vendor Coordination: Maintain Mazak truck and van reservations, coordinate maintenance appointments, and take vehicles for service. Monitor service needs and notify Republic Services when the Dock 3 trash compactor requires emptying or repair; follow up on open requests.
• Gate Operations and Repair Follow Up: Operate the east and west gates according to established procedures. Help resolve routine gate issues, coordinate with responsible support personnel, and track repairs through completion.
• Issue Resolution and Process Improvement: Resolve routine administrative issues within established procedures and escalate shortages, document discrepancies, service delays, and unresolved items to the Assembly Manager. Recommend practical improvements to tracking, filing, and handoffs. Follow purchasing, safety, and recordkeeping procedures and perform other related duties as assigned.

Education/Certification:
• High school diploma or equivalent required.
• Two to four years of administrative coordination, purchasing support, or production office experience preferred; manufacturing experience is helpful.
• Valid driver’s license and ability to meet company driving requirements for assigned vehicle maintenance trips.

Skills:
• Proficiency with Microsoft Excel, email, and standard office equipment; ability to learn the Assembly Tracker and purchasing processes.
• Accurate data entry, document control, filing, and recordkeeping skills with consistent attention to detail.
• Ability to independently prioritize assigned work, coordinate recurring deadlines, and follow issues through completion with limited daily direction.
• Clear verbal and written communication with supervisors, employees, vendors, and Accounting.
• Ability to document procedures, identify practical process improvements, and maintain dependable coverage across administrative functions.
• Ability to work in both office and production floor settings and handle routine supply restocking and housekeeping tasks safely.