Plant Administrator

API Heat Transfer Career Center; Buffalo (NY); On-site; USD 28,929 - 34,440; Full time

Benefits offered by this job

Full health & welfare benefits

401(k)

PTO

Developmental opportunities

Job summary

API Heat Transfer in Buffalo is seeking a Plant Administrator to provide vital administrative support to our Operations and Human Resources teams. This position tasks include document control, event coordination, and facilitating internal communications within the plant.

The ideal candidate will have at least 2 years of experience in a similar role, strong organizational skills, and proficiency in Microsoft 365. Expect an hourly pay range between $21.00 to $25.00 based on experience.

Qualifications

• 2+ years of administrative or clerical experience, preferably in a manufacturing environment.
• Proficiency in Microsoft 365 tools.
• Ability to maintain confidentiality.

Responsibilities

• Provide administrative support to Operations and HR teams.
• Maintain organized records and confidentiality.
• Coordinate plant communications and internal events.

Skills

Microsoft 365

Organizational skills

Attention to detail

Confidentiality

Communication skills

Education

High school diploma or GED

Associate degree

Tools

ERP systems

Job description

API Heat Transfer is looking for individuals who enjoy being part of transformation. With a new mission, new leadership, and an accelerated focus on Lean cultural change, we are building a stronger, more connected plant environment. Our operations team plays a critical role in supporting daily plant activities and driving organizational effectiveness. If you are highly organized, detail‑oriented, enjoy supporting teams, and want to be part of the new API, we would love to talk with you about our Plant Administrator position.

At API we take our culture transformation seriously! To help find the best fit for our positions and organization, we ask that you complete our 10-minute Culture Index Survey. Simply follow the link after submitting your application to help us use our interview time to dive deeper into your job behaviors and work history. https://surveys.cultureindex.com/s/7Y0awCvsZZ/91889

Position Summary

The Plant Administrator provides administrative and clerical support to the plant’s Operations and Human Resources teams. This role supports daily plant activities by maintaining accurate records, coordinating communications and events, supporting ERP-related administrative tasks, and ensuring smooth execution of clerical processes that enable operational efficiency.

What You Will Do

Administrative & Clerical Support

• Provide day-to-day administrative support to plant leadership, Operations, and HR teams.
• Support plant leadership with ad hoc projects and administrative tasks as assigned.
• Maintain organized and professional office and shared workspaces.

Document Control & Records Management

• Scan, index, file, and maintain electronic and physical records, including HR, training, safety, quality, and operations documentation.
• Ensure documents are properly controlled, updated, and retained in accordance with company policies.
• Maintain confidentiality of sensitive employee and business information.
• Retrieve documentation for audits, reviews, or leadership requests.

ERP & Systems Support

• Perform administrative transactions and data entry within the plant ERP system (PLEX).
• Support Operations and HR with basic ERP reporting, document uploads, and record maintenance.
• ERP experience preferred; training will be provided for PLEX-specific processes.

HR Administrative Support

• Assist with employee file maintenance, onboarding documentation, and distribution/collection of HR forms.
• Support interview scheduling, training coordination, and orientation logistics.
• Maintain training records, sign‑in sheets, and documentation tracking.
• Provide clerical support for timekeeping, attendance, and employee communications as directed by HR.

Plant Communications & Coordination

• Coordinate internal communications, postings, and plant-wide announcements.
• Maintain bulletin boards, signage, and visual management materials.

Events, Catering & Employee Engagement

• Coordinate plant events such as employee recognition activities, celebrations, safety events, and engagement initiatives.
• Order catering and refreshments; coordinate vendors and logistics.
• Track event-related expenses and submit documentation per company procedures.

What You Bring

• High school diploma or GED required; Associate degree preferred.
• Minimum of 2 years of administrative or clerical experience; manufacturing or plant environment preferred.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams).
• Experience with ERP systems preferred (PLEX strongly preferred but not required).
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Ability to handle confidential information with professionalism and discretion.

Preferred Qualifications

• Prior experience supporting HR or Operations teams in a manufacturing environment.
• Familiarity with document control, training records, and audit preparation.
• Experience with timekeeping systems or purchasing processes.

Core Competencies

• Strong attention to detail and follow‑through.
• Professional communication and interpersonal skills.
• Confidentiality and integrity.
• Customer‑service mindset.
• Ability to adapt in a fast‑paced plant environment.

Physical Requirements

• Ability to sit for extended periods of time while performing administrative tasks.
• Frequent use of hands and fingers to operate a computer, keyboard, mouse, telephone, and other standard office equipment.
• Ability to communicate effectively, both verbally and in writing.
• Ability to see, read, and interpret documents, reports, and computer screens.
• Occasional standing, walking, bending, and reaching within the office environment.
• Ability to lift and/or move up to 30-50 pounds occasionally, such as files, office supplies, or small equipment.
• Ability to maintain focus and productivity in a typical office environment with moderate noise levels.
• Ability to operate multi‑line phone systems.
• Ability to move throughout the facility to deliver documents or support office operations.
• Occasional stooping or kneeling to access file cabinets or storage areas.

What We Offer You

• Opportunity to impact culture through continuous improvement efforts.
• Empowerment to exhibit creative and out‑of‑the‑box thinking.
• A chance to combine and showcase best practices from your years of experience.
• Full health & welfare benefits, 401(k), PTO, and developmental opportunities.
• Pay range $21.00 min- $25.00 max based upon education and experience.

Equal Employment Opportunity

We are an Equal Opportunity Employer and comply with all applicable federal, state, and local fair employment practices laws. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other protected status.