Production Administrative Assistant

Hayden Industrial; Claremore (OK); On-site; USD 34,000 - 46,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) retirement plan with company 
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Paid time off

Professional development

Job summary

Hayden Industrial in Claremore, OK, is seeking a Production Administrative Assistant to support Production leadership. Responsibilities include data entry, reporting, scheduling, document control, and maintaining production records in ERP/MRP systems.

The role requires a high school diploma and manufacturing/administrative experience, with strong Excel and MS Office skills. This is a full-time, on-site position with benefits and opportunities for professional development.

Qualifications

• 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 documentation.
• Experience preparing reports and tracking metrics.
• Experience working in a manufacturing environment.
• Familiarity with production terminology and manufacturing processes.

Responsibilities

• 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.
• Maintain production records, files, and documentation.
• Enter production information into ERP/MRP and other 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 records of production activity and job progress.
• Assist with tracking production schedules and communicating schedule updates.
• Distribute production schedules, reports, forms, and other documentation.
• 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 are 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.
• Follow up with appropriate personnel regarding outstanding items.
• Assist with collecting information from Production, Quality, Engineering, Purchasing, and Warehouse.
• Communicate production-related information to departments.
• Maintain records related to quality issues, rework, and nonconforming material.
• Maintain organized records for production audits and regulatory requests.
• Assist management with special projects, reports, spreadsheets, and other administrative tasks.
• Maintain confidentiality of employee, production, customer, and company information.
• Perform other administrative duties as assigned.

Skills

Microsoft Office

Excel

Attention to detail

Organizational skills

Time management

Communication skills

Confidentiality

Independent work

Team support

Education

High school diploma or equivalent

Tools

ERP/MRP system

Job description

• Job Category Production
• Employee Type Non-Exempt Standard
• Required Degree High school

Contact information

Description

Overview

Hayden Industrial, a leading manufacturer of industrial cooling systems, is seeking a Production Administrative Assistant to join our team in Claremore, 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.

Key Responsibilities

• 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.

Education and Experience

• 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 documentation.
• Experience preparing reports and tracking metrics.
• Experience working in a manufacturing environment.
• Familiarity with production terminology and manufacturing processes.

Supervisor Responsibility

This position has no supervisory responsibilities.

Work Environment

Non-temperature controlled environment with loud noises, dust, dirt, and metal particles that are usually associated with metal fabrication shops. All employees are required to wear personal protective equipment to include noise/hearing protection, safety glasses with side shields, (paint masks, respirator, when required) and OSHA compliant safety boots/shoes within the manufacturing facility.

Physical Demands

While performing duties of this job, the employee in this position is regularly required to stand for long periods of time. This position requires walking, the ability to reach, ascend/descend ladders, bend, kneel, and stoop. The employee occasionally will lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Thursday, 5:00 a.m. to 3:30 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel

No travel is required for this position.

Benefits

Hayden Industrial offers a generous benefits package including comprehensive health, dental, vision, 401(k) retirement plan with company match, a generous paid time off schedule, and professional development opportunities.

AAP/EEO Statement

Hayden Industrial is an equal employment opportunity employer. Hayden Industrial recognizes and embraces federal legislation on equal employment opportunity and is committed to providing a workplace free of discrimination. All applicants for employment and all employees will be afforded equal opportunity and treatment, regardless of age, race, religion, gender, national origin, disability status or other protected status. All employees are responsible for complying with all applicable Federal, State and Local Laws, rules and regulations regarding non-discrimination practices.