Job Description

Position Summary

The Office Administrator is the information hub for the shop floor and support teams. You’ll enter job data, steward technical documents, KPIs, and training records flowing smoothly. Success in this role hinges on meticulous attention to detail, clear communication, and the confidence to work cross-functionally with supervisors, technicians, supply-chain, engineering and external/internal customers.

Key Responsibilities

Data & KPI Management:

• Enter job information (work orders, labor hours, status codes) accurately into Job management system
• Collect weekly/monthly KPI inputs from supervisors (productivity, rework, OT, etc.) and publish performance dashboards.
• Flag data gaps or anomalies for correction before close-out.

Document Control:

• Track revision status of technical and proprietary documents; ensure only latest rev is released to the floor.
• Maintain revision logs and distribute change notifications.

Parts Coordination:

• Assist in creating purchase requisitions and order spare/consumable parts.
• Monitor open orders and escalate critical shortages.
• Provide real-time part-status updates to supervisors and help expedite as needed.

Training & Compliance:

• Maintain training matrix for technicians, schedule required courses/certifications, and alert leaders of expirations.

Process Documentation:

• Work with subject-matter experts to draft or update standard work, work-instructions, and forms.
• Work with FAL QMS Lead to format documents to QMS standards and route for approval signatures.

Communication & Scheduling:

• Draft internal/external memos, status emails, and meeting minutes with clear action items.
• Assist supervisors in building and publishing daily/weekly labor schedules; adjust for call-outs or priority shifts.

Required Qualifications

• High school diploma or equivalent; AA/AS or vocational certificate in Business Administration, Supply-Chain, or similar preferred.
• 2+ years in an administrative, production-planning, or document-control role—ideally in manufacturing, aerospace, or other regulated industry.
• Proficient with Microsoft Office (Excel pivot tables, Outlook, Word)
• Strong data-entry accuracy and ability to reconcile large spreadsheets.
• Basic understanding of revision control principles (ISO 9001 / AS9100 a plus).
• Excellent written and verbal communication skills; comfortable drafting formal memos.
• Proven ability to juggle shifting priorities and follow up relentlessly until closure.

Key Competencies

• Attention to Detail – spots inconsistencies before they become defects.
• Organizational Savvy – keeps parallel logs, trackers, and calendars aligned.
• Cross-Functional Collaboration – earns trust with supervisors, technicians, buyers, and engineers.
• Sense of Urgency – anticipates shortages and training lapses before they impact schedule.
• Continuous Improvement Mindset – suggests smarter templates, macros, or automated dashboard

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