Administrative Assistant

Administrative Assistant – Swanton Welding

Position Summary

The Administrative Assistant supports the fabrication department by managing documentation, coordinating schedules, handling purchasing and vendor communications, and ensuring smooth day-to-day operations. This role plays a key part in maintaining efficiency and organization so that the production team can focus on delivering quality fabrication work.

Key Responsibilities

Administrative Support

• Prepare, format, and maintain production documents, work orders, and job packets.
• Manage physical and digital filing systems for drawings, specifications, and compliance records.
• Draft correspondence, memos, and reports for managers and project leads.

Scheduling & Coordination

• Maintain production calendars and schedule meetings for supervisors and project managers.
• Organize employee training sessions, safety meetings, and certification renewals.
• Track project deadlines and notify management of upcoming milestones.

Procurement & Inventory Assistance

• Assist purchasing with vendor quotes, purchase orders, and tracking deliveries.
• Update material logs and coordinate with warehouse staff for inventory accuracy.
• Follow up on material deliveries to avoid production delays.

Data Entry & Reporting

• Input and update job information in ERP or fabrication management software.
• Compile daily and weekly production reports, safety statistics, and time tracking summaries.
• Maintain quality control documentation and inspection records.

Customer & Vendor Communication

• Respond to routine inquiries from clients, suppliers, and subcontractors.
• Prepare and send project updates and compliance documentation.
• Support estimating and sales teams with administrative tasks.

Qualifications

• Education: High school diploma or equivalent (Associate’s degree preferred).

• Experience: 2+ years of administrative support experience, preferably in manufacturing, fabrication, or construction.

• Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Familiarity with ERP or fabrication software (e.g., JobBOSS, E2, or similar).
- Strong organizational and detail-oriented skills.
- Ability to multitask in a fast-paced environment.
- Excellent written and verbal communication abilities.

Work Environment

• Office setting located within a fabrication facility.
• Occasional visits to the shop floor for coordination or documentation purposes.
• Must be able to wear PPE (Personal Protective Equipment) when required.

Reports To: Fabrication Manager or Plant Manager

Employment Type: Full-Time, Non-Exempt