Job Description
1. Office Management:
- Organize and maintain office supplies, tools, and equipment used within the manufacturing facility.
- Supervise and ensure proper maintenance of office equipment like copiers, printers, and computers.
- Maintain an efficient filing and document management system for production schedules, safety records, and compliance documents.
2. Scheduling and Coordination:
- Assist in planning and scheduling production and maintenance activities, ensuring minimal downtime.
- Coordinate the availability of tools, machines, and resources needed for manufacturing.
- Organize and schedule internal meetings, production reviews, and inspections.
- Manage calendars for senior managers and manufacturing team leaders, including scheduling meetings and site visits.
3. Communication and Liaison:
- Serve as a liaison between departments (e.g., production, engineering, logistics, procurement) to ensure efficient operations.
- Answer and direct phone calls, emails, and other inquiries from internal teams, clients, suppliers, and vendors.
- Coordinate meetings, conferences, and factory tours for customers, suppliers, or stakeholders.
- Prepare and send out communications and internal reports as needed.
4. Documentation and Reporting:
- Assist in the preparation of production reports, inventory records, and quality control documentation.
- Ensure all regulatory and safety documents are filed and updated in accordance with industry standards and company policy.
- Manage compliance documentation, including health and safety protocols and environmental standards.
- Prepare purchase orders, manage supplier documentation, and track inventory levels.
5. Data Entry and Record Keeping:
- Enter data related to production outputs, machine maintenance schedules, and inventory management into company systems.
- Monitor and track employee attendance, overtime, and shift schedules.
- Maintain detailed records of inventory levels, manufacturing parts, and supplies to support production operations.
6. Customer and Supplier Coordination:
- Assist in coordinating with suppliers for raw materials, components, and equipment needed for manufacturing.
- Track and follow up on deliveries to ensure timely arrival of materials.
- Maintain good relationships with vendors and customers to ensure the timely and accurate delivery of products.
7. Support to Management:
- Provide administrative support to senior management, including preparing reports, presentations, and meeting agendas.
- Assist in the budgeting process and financial tracking for production and operational departments.
- Handle sensitive and confidential information with discretion.
8. Quality and Safety Support:
- Assist in maintaining and updating quality assurance documentation.
- Ensure compliance with health, safety, and environmental standards.
- Help with the coordination of safety audits, inspections, and quality control checks.
9. Process Improvement:
- Assist in identifying opportunities for improving administrative processes to streamline manufacturing operations.
- Implement and monitor new procedures for more efficient communication or production flow.
Skills and Qualifications:
- Technical Skills: Proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook) and any specialized software used in manufacturing environments (ERP or MRP systems).
- Organizational Skills: Strong organizational skills to manage multiple tasks, schedules, and deadlines in a fast-paced environment.
- Communication: Excellent written and verbal communication skills to liaise with production teams, vendors, and management.
- Attention to Detail: Ability to handle precise documentation and ensure accuracy in reporting.
- Problem-Solving: Ability to anticipate and address issues in scheduling, production, and inventory management.
- Teamwork: Ability to work effectively with a wide range of staff, from factory floor personnel to senior management.
- Experience: Previous administrative experience in a manufacturing or automotive setting is preferred.
- Knowledge of Industry: Understanding of automotive manufacturing processes and terminology is beneficial.
