Administrative Assistant

Aston Carter

3d•$20 - $20•Onsite

About The Position

Administrative Assistant Responsibilities Act as the primary point of contact for customers and ensure they receive a professional, respectful, and world-class customer experience. Serve as a key member of the site team to help meet or exceed customer expectations and overall business objectives. Convert customer purchase orders into manufacturing production orders accurately and in a timely manner. Ensure raw materials and tooling are ordered to support production schedules and customer delivery commitments. Communicate clearly and professionally with internal and external customers regarding order status, estimates and quotations, order changes, and order confirmations. Monitor and manage customer inventory levels to support on-time delivery and minimize obsolescence. Investigate and resolve order discrepancies, customer quality complaints, overdue accounts receivable, and aged inventory issues. Build and maintain strong daily working relationships with operations, shipping, and maintenance teams to stay informed about plant activities that may affect customer orders. Demonstrate a thorough understanding of plant-specific manufacturing capabilities to support accurate order planning and customer communication. Coordinate with design, sales, pricing, and operations teams to manage the implementation of new customer items. Apply a solid understanding of business objectives, goals, and values when making daily decisions that maximize customer satisfaction and plant capacity. Solve problems with technical and business acumen, maintaining poise and a strong sense of urgency. Develop and maintain strong relationships with customer contacts to support a competitive advantage in customer experience. Establish, manage, and enforce correct order unitization standards. Demonstrate a solid understanding of pricing models, including variable contribution levels, when supporting customer and internal inquiries. Coordinate warehoused items using basic manufacturing skills such as replenishment ordering and first-in, first-out (FIFO) inventory practices. Routinely assess and report potential obsolescence concerns related to aged inventory. Participate in non-price improvement initiatives, particularly in areas such as aged inventory reduction, trailer utilization, and operational efficiency improvements. Provide data reporting on orders, sales, and inventory to plant management, sales teams, and customers as requested. Create and manage customer-specific reports, including daily status updates, order prioritization, MSF delivery, on-time delivery (OTD), and warehoused inventory status. Coordinate with internal and external vendors to ensure correct tooling, artwork, and CAD files are approved by the customer and delivered to the manufacturing team. Consistently demonstrate exceptional administrative, organizational, and communication skills in all aspects of the role. Observe and report noteworthy customer concerns, patterns, or trends to plant management and sales teams. Participate in production meetings to track orders from receipt of roll-stock through final delivery, ensuring all production steps and shipping plans meet customer commitments. Research and resolve customer order discrepancies, including credits or debits, quality concerns, make-up orders, and returned or reworked items. Ensure customer price lists are accurate and update them as required. Research and address discrepancies on weekly accounts receivable reports. Perform general administrative support duties, including filing, scanning, and clerical tasks. Maintain accurate data entry in spreadsheets, systems, and reports to support operational and financial accuracy.

Requirements

Proven customer service skills with the ability to communicate professionally and respectfully with internal and external stakeholders.
Strong administrative skills, including filing, scanning, and general clerical support.
Proficiency in data entry with a high level of accuracy and attention to detail.
Working knowledge of Microsoft Office, including Excel, Word, and Outlook.
Ability in Microsoft Excel to perform basic tasks such as removing rows, adding columns, and working with tables.
Ability in Microsoft Word to create and modify tables and format documents at a basic level.
Experience with accounts receivable and accounts payable support activities.
Strong organizational skills to manage multiple orders, reports, and priorities simultaneously.
Effective time management skills to meet deadlines and support production and delivery schedules.
Demonstrated strong work ethic and reliability in completing assigned tasks.
Ability to understand and apply basic manufacturing and inventory concepts such as replenishment ordering and first-in, first-out (FIFO) practices.
Solid written and verbal communication skills for customer correspondence and internal coordination.

Nice To Haves

Experience providing administrative assistance in a production, manufacturing, or distribution environment.
Familiarity with pricing models and variable contribution concepts.
Experience creating and managing customer-specific reports such as order status, delivery performance, and inventory summaries.
Comfort working with data in Excel, including data entry and pivot tables.
Exposure to coordinating with design, sales, pricing, and operations teams on new product or item implementations.
Experience supporting non-price improvement initiatives related to inventory, logistics, or operational efficiency.
Ability to identify and report trends in customer concerns, aged inventory, and accounts receivable discrepancies.
Strong problem-solving skills with the ability to handle order discrepancies, quality concerns, and billing issues.

Responsibilities

Act as the primary point of contact for customers and ensure they receive a professional, respectful, and world-class customer experience.
Serve as a key member of the site team to help meet or exceed customer expectations and overall business objectives.
Convert customer purchase orders into manufacturing production orders accurately and in a timely manner.
Ensure raw materials and tooling are ordered to support production schedules and customer delivery commitments.
Communicate clearly and professionally with internal and external customers regarding order status, estimates and quotations, order changes, and order confirmations.
Monitor and manage customer inventory levels to support on-time delivery and minimize obsolescence.
Investigate and resolve order discrepancies, customer quality complaints, overdue accounts receivable, and aged inventory issues.
Build and maintain strong daily working relationships with operations, shipping, and maintenance teams to stay informed about plant activities that may affect customer orders.
Demonstrate a thorough understanding of plant-specific manufacturing capabilities to support accurate order planning and customer communication.
Coordinate with design, sales, pricing, and operations teams to manage the implementation of new customer items.
Apply a solid understanding of business objectives, goals, and values when making daily decisions that maximize customer satisfaction and plant capacity.
Solve problems with technical and business acumen, maintaining poise and a strong sense of urgency.
Develop and maintain strong relationships with customer contacts to support a competitive advantage in customer experience.
Establish, manage, and enforce correct order unitization standards.
Demonstrate a solid understanding of pricing models, including variable contribution levels, when supporting customer and internal inquiries.
Coordinate warehoused items using basic manufacturing skills such as replenishment ordering and first-in, first-out (FIFO) inventory practices.
Routinely assess and report potential obsolescence concerns related to aged inventory.
Participate in non-price improvement initiatives, particularly in areas such as aged inventory reduction, trailer utilization, and operational efficiency improvements.
Provide data reporting on orders, sales, and inventory to plant management, sales teams, and customers as requested.
Create and manage customer-specific reports, including daily status updates, order prioritization, MSF delivery, on-time delivery (OTD), and warehoused inventory status.
Coordinate with internal and external vendors to ensure correct tooling, artwork, and CAD files are approved by the customer and delivered to the manufacturing team.
Consistently demonstrate exceptional administrative, organizational, and communication skills in all aspects of the role.
Observe and report noteworthy customer concerns, patterns, or trends to plant management and sales teams.
Participate in production meetings to track orders from receipt of roll-stock through final delivery, ensuring all production steps and shipping plans meet customer commitments.
Research and resolve customer order discrepancies, including credits or debits, quality concerns, make-up orders, and returned or reworked items.
Ensure customer price lists are accurate and update them as required.
Research and address discrepancies on weekly accounts receivable reports.
Perform general administrative support duties, including filing, scanning, and clerical tasks.
Maintain accurate data entry in spreadsheets, systems, and reports to support operational and financial accuracy.