Administrative Coordinator

Aston Carter • La Cañada Flintridge, CA

2d • $24 - $29 • Onsite

About The Position

The Administrative Assistant provides comprehensive administrative and clerical support to the plant operations team in a fast-paced manufacturing environment. This role ensures efficient office operations, supports production coordination and order processing, maintains documentation, and facilitates communication between departments, vendors, and customers.

Requirements

• High school diploma or equivalent required
• 2+ years of administrative or order processing experience, preferably in a manufacturing or industrial setting
• Strong organizational and multitasking skills
• Proficiency in Microsoft Office (Excel, Word, Outlook; PowerPoint a plus)
• Excellent written and verbal communication skills
• Attention to detail and accuracy
• Ability to work in a fast-paced, deadline-driven environment
• Strong customer service and problem-solving skills

Nice To Haves

• Associate’s degree preferred
• Experience with ERP/order management systems (SAP, Oracle, NetSuite, etc.) preferred

Responsibilities

• Provide general administrative support to plant leadership and department teams
• Manage calendars, schedule meetings, and coordinate appointments
• Prepare reports, memos, and correspondence
• Maintain accurate filing systems (electronic and paper)
• Process customer orders accurately in ERP or order management systems
• Review orders for completeness, pricing, and delivery requirements
• Coordinate with production, inventory, and shipping teams to ensure timely fulfillment
• Communicate order status, delays, and updates to internal teams and customers
• Maintain order records, customer files, and transaction documentation
• Assist with invoicing, order adjustments, and returns processing
• Support customer inquiries related to order status, availability, and lead times
• Assist with production data entry, tracking, and reporting
• Maintain production schedules, logs, and records
• Support inventory documentation and materials tracking
• Help coordinate staffing schedules, timekeeping, and attendance records
• Maintain and organize manufacturing documents (SOPs, work instructions, safety records)
• Ensure documentation accuracy and compliance with company policies and regulatory requirements
• Assist with audit preparation and document control processes
• Serve as a point of contact between departments (production, quality, HR, procurement, etc.)
• Coordinate meetings, prepare agendas, and record minutes
• Communicate updates related to operations, safety, and plant activities
• Manage office supplies and ordering
• Handle incoming calls, emails, and correspondence
• Support onboarding logistics for new employees (badges, paperwork, orientation materials)

Benefits

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED