Materials Administrative Assistant

QualiTau Inc.; Santa Clara (CA); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid time off

Retirement plan

Job summary

QualiTau is seeking a dependable Materials Administrative Assistant to support the daily operations of our Materials Department. The role emphasizes accurate record-keeping, data entry in the ERP system, and coordination of material-related activities.

The ideal candidate will be proactive, detail-oriented, and able to manage multiple tasks in a fast-paced manufacturing environment. Prior manufacturing experience is beneficial but not required, with a focus on reliability and learning new

Qualifications

• High school diploma or equivalent.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office applications (Excel/Word/Outlook).
• Strong written and verbal communication skills.
• Ability to manage multiple assignments and meet deadlines.
• Ability to work independently with supervision as needed.
• Basic problem-solving and attention to discrepancies.
• Willingness to learn new systems and processes.
• Dependable work habits and accuracy.

Responsibilities

• Perform accurate data entry of material transactions in the ERP system.
• Process and maintain inventory-related documentation and transfers.
• Support tracking of material requests, shortages, and transactions.
• Assist with cycle counts, reconciliations, and discrepancy documentation.
• Coordinate with Stockroom and Production to resolve material questions.
• Prepare purchase orders, quotations, and maintain purchasing records.
• Follow up with suppliers on orders and deliveries.
• Maintain daily/weekly/monthly reports and records.
• Communicate status updates and delays to stakeholders.
• Support audits and internal documentation.

Skills

Organizational skills

Microsoft Office

Communication

Multitasking

Independent work

Problem-solving

Willingness to learn

Reliability

Education

High school diploma or equivalent

Tools

ERP/MRP systems

Google Sheets/Docs

Job description

QualiTau is seeking a dependable, organized, and detail-oriented Materials Administrative Assistant to support the daily operations of our Materials Department.

This position plays an important role in maintaining accurate records, coordinating material-related activities, supporting purchasing and inventory processes, and ensuring timely follow-up on departmental tasks.

The ideal candidate is proactive, adaptable, and comfortable managing multiple responsibilities in a fast-paced manufacturing environment. Success in this position requires strong attention to detail, effective communication, and a commitment to completing assigned tasks accurately and on time.

Previous manufacturing experience is beneficial but not required. We value reliability, initiative, a willingness to learn, and the ability to recognize and communicate issues before they become larger problems.

Position Summary

QualiTau is seeking a dependable, organized, and detail-oriented Materials Administrative Assistant to support the daily operations of our Materials Department.

This position plays an important role in maintaining accurate records, coordinating material-related activities, supporting purchasing and inventory processes, and ensuring timely follow-up on departmental tasks.

The ideal candidate is proactive, adaptable, and comfortable managing multiple responsibilities in a fast-paced manufacturing environment. Success in this position requires strong attention to detail, effective communication, and a commitment to completing assigned tasks accurately and on time.

Previous manufacturing experience is beneficial but not required. We value reliability, initiative, a willingness to learn, and the ability to recognize and communicate issues before they become larger problems.

Key Responsibilities

Materials and Inventory Administration

• Perform accurate and timely data entry of material transactions within the company's ERP system. Entry-level accounting experience or familiarity with basic accounting principles is preferred.
• Process and maintain documentation related to inventory transfers, material returns, and stockroom transactions.
• Assist with tracking material requests, shortages, and outstanding transactions.
• Support cycle count activities, inventory reconciliation, and discrepancy documentation.
• Review assigned transactions and reports for accuracy, completeness, and potential discrepancies.
• Coordinate with Stockroom and Production personnel to resolve routine material-related questions and documentation issues.

Purchasing and Supplier Support

• Assist with preparing purchase orders, obtaining quotations, and maintaining purchasing records.
• Follow up with suppliers regarding order acknowledgments, delivery schedules, and outstanding shipments.
• Update purchase order information and departmental tracking reports as directed.
• Communicate delivery delays, discrepancies, and other supplier-related concerns to appropriate personnel.
• Assist with documentation and follow-up associated with supplier returns and credits.

Departmental Reporting and Documentation

• Maintain assigned daily, weekly, and monthly reports, spreadsheets, and tracking tools.
• Monitor outstanding tasks, open requests, and established due dates.
• Ensure information is accurate, current, and accessible to appropriate team members.
• Organize and maintain electronic and physical departmental records.
• Assist with preparing and updating departmental forms, procedures, and work instructions.
• Support internal audits, documentation reviews, and other administrative activities.

Communication and Coordination

• Communicate professionally and effectively with internal departments, suppliers, and other business contacts.
• Follow up on assigned requests and outstanding items to support timely completion.
• Provide clear status updates and communicate delays or concerns when identified.
• Seek clarification when instructions, transactions, or supporting documentation are incomplete or unclear.
• Coordinate with Materials, Stockroom, Production, Engineering, and other departments as needed to support daily operations.

Process Support and Continuous Improvement

• Follow established company procedures, departmental work instructions, and quality requirements.
• Identify and report discrepancies, recurring errors, or opportunities for process improvement.
• Assist with maintaining accurate documentation in support of ISO and internal quality standards.
• Support special projects and other departmental activities as assigned.

Qualifications

Required Qualifications

• High school diploma or equivalent.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Strong written and verbal communication skills.
• Ability to manage multiple assignments, prioritize work, and meet established deadlines.
• Ability to work independently while maintaining effective communication with supervisors and coworkers.
• Basic problem-solving skills and the ability to recognize discrepancies or incomplete information.
• Willingness to learn new systems, processes, and procedures.
• Dependable work habits and a demonstrated commitment to accuracy and follow-through.

Preferred Qualifications

• Previous administrative experience in a manufacturing, inventory, purchasing, or warehouse environment.
• Familiarity with ERP/MRP systems and inventory transactions.
• Experience with purchase orders, supplier communications, and material tracking.
• Working knowledge of Google Sheets, Google Docs, or other collaborative business tools.
• Familiarity with manufacturing documentation and inventory control practices.

Key Attributes for Success

We are looking for an individual who demonstrates:

• Accuracy: Takes pride in producing complete, accurate work and reviewing information before processing.
• Accountability: Takes responsibility for assigned tasks, follows through on commitments, and addresses errors promptly.
• Initiative: Recognizes outstanding needs, follows up appropriately, and asks questions when clarification is needed.
• Organization: Maintains orderly records, tracks deadlines, and manages competing priorities effectively.
• Communication: Provides timely updates, communicates concerns, and works cooperatively with others.
• Adaptability: Responds positively to changing priorities and is willing to learn new responsibilities.
• Teamwork: Supports departmental objectives and contributes to an efficient, respectful work environment.

Performance Expectations

The successful candidate will be expected to:

• Complete assigned transactions and administrative tasks accurately and within established deadlines.
• Maintain current and reliable departmental records and tracking reports.
• Follow through on assigned responsibilities without requiring repeated reminders.
• Promptly communicate errors, discrepancies, delays, or issues requiring additional attention.
• Demonstrate continued improvement in understanding departmental processes and systems.
• Maintain a professional and cooperative working relationship with coworkers, suppliers, and other departments.

Work Environment

This position operates primarily in an office setting within a manufacturing environment and requires regular interaction with Materials, Stockroom, Production, and other departments.

The employee must be comfortable working with computerized business systems, handling detailed information, and adapting to changing operational priorities.

Compensation and Benefits

Pay Range: 25.00–30.00 per hour, depending on qualifications and experience.

Schedule: Full-time, Monday through Friday.

QualiTau offers a comprehensive benefits package, including medical, dental, vision, paid time off, retirement benefits, and other company-sponsored programs, subject to eligibility.

Equal Employment Opportunity

QualiTau is an equal opportunity employer. We are committed to providing a professional, inclusive work environment and making employment decisions based on qualifications, experience, and business needs.