Manufacturing Administrative Assistant (Hiring Immediately)

Job Description Job Description This position performs a variety of complex administrative functions. Relieves managers or executives of administrative type functions. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Consistently works on complex assignments requiring

independent action and a high degree of initiative to resolve issues. Acts independently to determine

methods and procedures on new assignments.

Essential Duties and Responsibilities include the following (other duties may be assigned):

• Read and routes incoming mail. Prepares outgoing mail and correspondence, including e­mail and faxes.
• Prepares advanced correspondence including letters, memoranda, and reports. Makes

copies or scans correspondence or other printed materials as applicable.

• Organizes and maintains file system, and files correspondence and other records.
• Answers and screens manager's telephone calls, and arranges conference calls.
• Coordinates manager's schedule and makes appointments. Arranges and coordinates

travel schedules and reservations.

• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
• May handle a wide variety of situations and conflicts involving the clerical and

administrative function of the office.

• Responsible for confidential and time sensitive material.
• Greets scheduled visitors and conducts to appropriate area or person.
• Coordinates activities between departments and outside parties. Contacts company

personnel at all organizational levels to gather information and prepare reports.

• Generates complex reports, handles multiple projects, and prepares and monitors invoices and expense reports.
• Conducts research, analyzes data, determines approach, compiles and prepares

reports/recommendations for management decision making.

• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements;

calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

• Organize and maintain Cable Department file system and files correspondence/records.
• Maintain and update ERP and database of Cable Department products.
• Create and distribute work procedures, job numbers, travelers, and product identification tags.
• Prepare customer inventory reports and asset reports for clients, as requested.
• Reconcile incoming cable shipments with customer and production team.
• Assign, issue and maintain serial numbers for cables and related products.
• Prepare packing lists and shipping paperwork for cable products and return of customer owned products.
• Create and edit spreadsheets in MS Excel.
• Conduct research, compile and type statistical reports.
• Maintain department employee information (Teledyne and contractor).
• Perform daily attendance verification and communicate any absences to department management team.
• Collect and review contractor time sheets prior to submitting to department management team for approval.
• Prepare outgoing mail and correspondence, including e-mail and faxes.
• Conduct department specific new hire orientation of timekeeping system, break times, and other administrative details to new employees.
• Perform all other duties requested, directed, or assigned.