Manufacturing Admin

Job Summary:

The Manufacturing Administrative Assistant supports the fabrication and warehouse operations by handling administrative tasks, coordinating production schedules, maintaining inventory records, and ensuring smooth workflow between departments. This role requires strong organizational skills, attention to detail, and the ability to communicate effectively with both office and production staff.

Key Responsibilities:

Administrative Support:

Assist with daily administrative tasks, including filing, data entry, and document management.
Prepare reports, production schedules, and work orders for the fabrication and warehouse teams.
Maintain employee records, timekeeping, and attendance tracking.
Support purchasing activities by creating purchase orders and tracking supplies.
Process invoices, receipts, and other financial documents as required.

Fabrication & Warehouse Coordination:

Communicate with production teams to track order status and ensure deadlines are met.
Coordinate shipping and receiving documentation, ensuring accurate inventory control.
Maintain records of raw materials, parts, and finished goods to support efficient warehouse operations.
Assist with quality control documentation and compliance tracking.

Communication & Customer Service:

Act as a liaison between office staff, production teams, and external vendors.
Respond to inquiries from customers, suppliers, and internal departments regarding order status.
Assist with scheduling and coordinating shipments and deliveries.

Compliance & Safety:

Ensure proper documentation of safety procedures and compliance with workplace regulations.
Maintain accurate records for audits, inspections, and certifications.
Support training initiatives and administrative duties related to workplace safety.

Temp-to-Hire coordination & support:

Coordinate and assist the HR manager & Plant Manager in the hiring of temps

Responsible for all Temps from setting up on time clocks to monitoring that their daily time is recorded properly

Extract time from Timecards to sort by Temp Agency weekly, get the proper management signature and approval before sending over to each temp agency

Track temp hours worked vs hours needed to fill contract based on each Temp agency and then let the proper individuals know of upcoming onboarding requirements

Update various spreadsheets as needed such as Employee Lists, Monthly Temp Hour tracking, Monthly Production Reports, etc.

Other Duties as assigned

Qualifications & Skills:

High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
2+ years of administrative experience in a manufacturing, fabrication, or warehouse environment.
Strong proficiency in Microsoft Office (Excel, Word, Outlook) and inventory management systems.
Excellent organizational and multitasking skills.
Strong communication skills, both verbal and written.
Workday experience
Knowledge of manufacturing processes, logistics, and warehouse operations is a plus.

Work Environment:

Office setting within a manufacturing or warehouse facility.
May require occasional visits to the production floor or warehouse.
Fast-paced environment with deadlines and production schedules to manage.

This position is not eligible for visa sponsorship.

EEO Statement: Victaulic is an Equal Employment Opportunity (EOE/M/F/Vets/Disabled) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, gender, color, religion, national origin, age, disability, veteran status, sexual orientation, genetic data, or other legally protected status

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Victaulic Staffing Partner Communication Policy

All staffing agencies are strictly forbidden from directly contacting any Victaulic employees, except those within the Human Resources/Talent Acquisition team. All communications, inquiries and candidate submissions must be routed through Victaulic's Human Resources/Talent Acquisition team. Non-compliance with this policy may result in the suspension of partnership, cancellation of the current contract, and/or the imposition of a mandatory probation period before any future business can resume. Additionally, non-compliance may lead to a permanent ban on future business. This policy ensures a streamlined and compliant recruitment process.

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