Production Administrative Assistant

Job Details

LocationSeguin, TX,
Job TypeFull-Time Regular
Salary15.00 USD - 16.00 USD
PositionProduction Super.

Job Description


Production Administrative Assistant

POSITION PURPOSE:

Manage Customer Open Orders and aid Production Managers and Customer Service Representatives

ACCOUNTABILITY:

Manage forecast and current open orders in Customer Portal (Verification of pricing, revision and due dates of new PO’s and push outs, pull ins, close shorts and increases on all other PO’s).
Create a Report for the AM meeting.
Enter Purchase Orders for OSP when needed.
Manage requirement SS: Insert info from Customer into SS and decide what can and needs to ship and what orders we may need to enter and for when.
Manage PF information: (Adjust due dates and priorities based on required SS).
(Make packing slips, close jobs, make labels and manifest for shipment).
Ship – UPS and FED EX as needed for other customers.
Archive completed job packets for all customers.
Sort thru to verify they are completed and closed in PF, and then look up and sign off on any blanks in router and control plans).
Some misc tasks (sometimes the company requires to ship things for other customers to look up info in PF for people and check emails and respond to them).
Create new labels when needed

Performs Contract Review function on all customers-
acknowledge PO’s coordinate with ENG, customers to ensure correct pricing, drawings, current revisions, coordinate with Production Management regarding capacity issues prior to committing ship dates.
Enter job orders for all incoming PO’s and misc in house orders.
Stuff orders in plastic sleeves and pass to next door. ( ENG/Material ordering/ to production).
Prepare packing lists, manifest, shipping labels, etc. as required for shipping of customer product.
Communicate with other departments
Responding to and dealing with customer communication by email, fax and telephone.

Additional Responsibilities:

  • Upon receipt of the daily Bill of Ladings, verify them to the daily production sheet, then make 2 copies.
  • Using the Bill of Ladings, take the quantities for each part number out of the excel spreadsheet
  • Issue the Bill of Lading quantities out of Profit Fab through the time clock, creating an invoice
  • Add the BOL and PO numbers to the invoice
  • Verify all dates and prices are correct
  • Deduct material on the daily punch sheet from the excel file and enter all punch production into the spreadsheet
  • Upon delivery of raw material or parts, create a job number for each part and enter into excel file
  • Issue invoice numbers through Profit Fab and enter information from paperwork, creating an invoice
  • Enter all self-contain orders for Trane
  • Run an active job report weekly
  • UPS - Ship out all packages through the internet
  • Keep plenty of process tags in stock for production
DEPARTMENT REQUIREMENTS:


All other customers:

Issue packing slip thru Profit Fab when parts are shipping.

Invoicing:

Generate invoices thru Profit Fab, verify qty and pricing
Give signed copy of BOL’s to finance to attach BOL number and purchase number to each individual item and submit invoice to customer.

Customer interface:
Accept customer phone calls when pertaining to orders research the order and communicate back to them on status.
Communicate with Dresser on order status parts and delivery.

Production interface:
Communicate with production on order status and priority.
Reconcile issues:
Reconcile issues pertaining to invoicing, materials, and production.

MINIMUM REQUIREMENTS:

Good customer service skills.
Must be organized.
Must be available to work OT, if needed
Must have computer skills, especially in Excel to maintain Spread sheets

ABILITIES:

Read and understand information given. (Purchase orders and requirements for Customer).

  • Written Comprehension – The ability to read and understand information and ideas presented in writing
  • Information Ordering – The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations)
  • Visualization – The ability to imagine how something will look after it is moved around or when its parts are moved or rearrange
  • Equipment Selection – Determining the kind of tools and equipment needed to do a job.
  • Mathematics – Using mathematics to solve problems

WORK ACTIVITIES:

Perform general physical activities – Walking and climbing stairs.
Getting information and obtaining information from all relevant sources.
Must be self motivated.

WORK ENVIRONMENT:

  • Handling and Moving Objects – Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.
  • Performing General Physical Activities – Performing physical activities that require considerable use of your arms and legs and moving your whole body, such as standing, climbing, lifting, balancing, walking, stooping and handling of materials.
  • Getting Information – Observing, receiving, and otherwise obtaining information from all relevant sources.
  • Identifying Objects, Actions, and Events – Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
  • Work Environment – Must be able to work in an uncontrolled environment

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