Administrative Assistant - Manufacturing Operations & Workforce Development

DMI Companies, Inc.; Portsmouth (VA); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Medical, dental & vision coverage

HSA employer contributions

Life and disability insurance

Employee Assistance Program

401(k) with company match

Paid vacation and sick time

10 paid holidays

Job summary

DMI Companies, Inc. in Portsmouth, VA, is seeking an Operations Administrative Assistant to provide essential support to the Operations and Workforce Development teams.

You will greet visitors, process payroll, maintain records, assist with new employee orientation, and help coordinate interviews and events while upholding confidentiality and a professional demeanor. This role follows a 7 am–3:30 pm schedule, Monday to Friday, and offers a pathway to contribute to lean initiatives and company

Qualifications

• High school diploma or equivalent is required.
• Highly accurate and attentive to detail.
• Utilize effective written and verbal communication skills.
• Ability to deal with a variety of job assignments utilizing excellent time management skills.
• Effective problem-solving abilities.
• Proficient in Word, Excel, Outlook, and Microsoft Teams.
• Ability to maintain proper attendance and punctuality standards.
• Prior experience with payroll or phone screening candidates a plus but not required.

Responsibilities

• Greet, register, and direct visitors in a warm, friendly and efficient manner.
• Process payroll and supporting reports.
• Support operations management team with administrative tasks to include running and maintaining various reports and company documents.
• Maintain union employee records including call-offs, write-ups, points, vacation requests, early leaves /quits, training records and employee work center list.
• Perform month end/year end closing process.
• Manage company car sign in/out sheet.
• Distribute both interoffice and regular mail.
• Assist with setup and facilitation of office related events.
• Assist with new production employee orientation and collect/distribute paperwork.
• Maintain and support the DMI Lean Culture and the overall DMI Corporate Operational objectives.
• Respond to inquiries, review candidate applications/resumes and maintain accurate and secure records.
• Identify candidates that meet criteria and conduct effective phone screens, as directed.
• Identify, maintain and secure confidential information.
• Schedule qualified candidates for in-person interviews, coordinate with the hiring team and facilitate associated documents and forms.
• Coordinate with Workforce Development, hiring team and Human Resources to ensure a positive, professional and compliant candidate experience.
• Actively participate on the hiring team to promote DMI and facilitate DMI's Workforce Development hiring procedures.
• Conduct outreach to expand short and long-term union candidate recruiting pools by actively participating in events, as directed by the Workforce Development Manager.
• Assist in planning and participate in events, visits, tours, trainings and meetings, both onsite and offsite.
• Create/update, candidate and employee records, training tools, reports, applicant tracker and other documents.
• Work closely with Workforce Development to ensure programs, initiatives, documentation and events are communicated effectively, maintained accurately and securely, and operated efficiently and according to DMI Workforce Development standards.
• Research and recommend local recruiting pools, community partners and grant opportunities.

Skills

Attention to detail

Written & verbal communication

Time management

Problem solving

Attendance & punctuality

Payroll experience

Phone screening

Education

High school diploma or equivalent

Tools

Word

Excel

Outlook

Microsoft Teams

Job description

Founded in 1978, DMI Companies, a family-owned business, is a leading manufacturer of HVAC accessories, serving the commercial, industrial, and residential markets through a broad network of domestic and international distributors. At DMI Companies, we are driven by a clear mission: to serve the building industry with trusted, sustainable solutions engineered for performance. Guided by a vision to shape the future of indoor environments, we continue to lead the way as an accomplished Lean Enterprise and Sustainable World Class Manufacturer.

Our success is powered by people who live our core values every day-championing the organization, going above and beyond, and remaining flexible and resourceful in a fast-moving industry. These values create a culture where innovation thrives, collaboration is encouraged, and employees are empowered to make a meaningful impact.

If you're looking to join a company committed to growth, sustainability, and excellence, DMI offers an environment where your contributions truly matter.

OVERVIEW

The Operations Administrative Assistant provides administrative support to all members of the Operations Team as needed to execute the company's business philosophies and policies to achieve our corporate objectives and create a profitable entity.

This role is an active member of the Workforce Development team and is required to assist and support the team's efforts in recruiting candidates for the union workforce through following established application review and phone screening protocols.

The Operations Administrative Assistant is expected to demonstrate professionalism, confidentiality, diplomacy, and efficiency when proactively dealing with complex issues, situations, or solving problems. They also act as the first point of contact with visitors to the facility with a pleasant demeanor and strong verbal communication skills.

The shift for this role is 7 am - 3:30 pm Monday - Friday.

RESPONSIBILITIES

Operations

• Greet, register, and direct visitors in a warm, friendly and efficient manner.
• Process and distribute daily payroll, including all supporting reports and documents.
• Support operations management team with administrative tasks to include running and maintaining various reports and company documents.
• Maintain union employee personnel records including call-offs, write-ups, points, vacation requests, early leaves /quits, training records and employee work center list.
• Perform month end/year end closing process.
• Manage company car sign in/out sheet.
• Distribute both interoffice and regular mail.
• Assist with setup and facilitation of office related events.
• Assist with new production employee orientation and collect/distribute paperwork.
• Maintain and support the DMI Lean Culture and the overall DMI Corporate Operational objectives.

Workforce Development

• Respond to inquiries, review candidate applications/resumes and maintain accurate and secure records.
• Identify candidates that meet criteria and conduct effective phone screens, as directed.
• Identify, maintain and secure confidential information.
• Schedule qualified candidates for in-person interviews, coordinate with the hiring team and facilitate associated documents and forms.
• Coordinate with Workforce Development, hiring team and Human Resources to ensure a positive, professional and compliant candidate experience.
• Actively participate on the hiring team to promote DMI and facilitate DMI's Workforce Development hiring procedures.
• Conduct outreach to expand short and long-term union candidate recruiting pools by actively participating in events, as directed by the Workforce Development Manager.
• Assist in planning and participate in events, visits, tours, trainings and meetings, both onsite and offsite.
• Create/update, candidate and employee records, training tools, reports, applicant tracker and other documents.
• Work closely with Workforce Development to ensure programs, initiatives, documentation and events are communicated effectively, maintained accurately and securely, and operated efficiently and according to DMI Workforce Development standards.
• Research and recommend local recruiting pools, community partners and grant opportunities.

EDUCATION & SKILLS

• High school diploma or equivalent required.
• Highly accurate and attentive to detail.
• Utilize effective written and verbal communication skills.
• Ability to deal with a variety of job assignments utilizing excellent time management skills.
• Effective problem-solving abilities.
• Proficient in Word, Excel, Outlook, and Microsoft Teams
• Ability to maintain proper attendance and punctuality standards.
• Prior experience with payroll or phone screening candidates a plus but not required.

WHY JOIN DMI COMPANIES?

DMI Companies is committed to being a preferred employer, and our comprehensive benefits package reflects that commitment. Our offerings meet or exceed national benchmarks and are designed to support your health, financial well‑being, and work-life balance. Benefits include:

• Generous employer contributions toward medical, dental, and vision coverage
• HSA employer contributions when enrolled in an HSA-eligible medical plan
• Company-paid Life, AD&D, Short-Term Disability, and Long-Term Disability coverage
• Employee Assistance Program, including will preparation and identity-theft assistance
• 401(k) plan with pre-tax and Roth options, plus a dollar-for-dollar company match up to 6%
• Paid vacation and sick time
• 10 paid holidays