Production Administrative Assistant

4 weeks ago


Sharjah, Sharjah, United Arab Emirates Talent Pal Full time

Job Title: Administrative Assistant (Production)

Location: Sharjah, UAE

Job Type: Full-time

Reports To: Production Manager

Job Summary:

Talent Pal is seeking a highly organized and detail-oriented Administrative Assistant to support our production team in the master batch manufacturing facility. The Administrative Assistant will play a key role in ensuring the smooth operation of the production department by handling a variety of administrative tasks, coordinating schedules, maintaining records, and facilitating communication within the team.

Key Responsibilities:

  • Administrative Support:
  • Provide administrative support to the Production Manager and production team, including managing schedules, organizing meetings, and preparing reports.
  • Handle correspondence, phone calls, and emails, ensuring timely and professional communication with internal and external stakeholders.
  • Prepare and maintain production-related documents, such as work orders, production schedules, and inventory records.
  • Data Entry and Record Keeping:
  • Accurately input and maintain production data in relevant systems, ensuring all records are up-to-date and easily accessible.
  • Track and document production outputs, material usage, and downtime, providing regular reports to the Production Manager.
  • Maintain inventory records for raw materials, finished products, and supplies, coordinating with the inventory team as needed.
  • Coordination and Communication:
  • Act as a liaison between the production department and other departments, such as procurement, quality control, and logistics, to ensure seamless operations.
  • Coordinate with vendors and suppliers for orders, deliveries, and invoice processing.
  • Facilitate communication within the production team by organizing meetings, distributing information, and following up on action items.
  • Document Management:
  • Create, format, and distribute production-related documents, such as SOPs, safety protocols, and training materials.
  • Maintain organized digital and physical filing systems for easy retrieval of production records and documentation.
  • Prepare reports and presentations for management meetings.
  • Office Management:
  • Ensure the production office is well-organized and stocked with necessary supplies, such as office materials, PPE, and other essentials.
  • Manage timekeeping records for production staff, coordinating with HR for payroll processing.
  • Support for Continuous Improvement:
  • Support the implementation of continuous improvement initiatives within the production department.
  • Gather and analyze data related to production efficiency, quality, and safety, providing insights and recommendations to the Production Manager.
  • Support training and development programs by coordinating schedules, materials, and attendance.

Qualifications:

  • High school diploma or equivalent; associate degree or certification in office administration or a related field is preferred.
  • 2 years of experience in an administrative or office support role, preferably in a manufacturing or production environment.
  • Strong organizational skills with the ability to manage multiple tasks and priorities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with ERP or production management software.
  • Excellent communication skills, both written and verbal.
  • Attention to detail and accuracy in data entry and record keeping.
  • Ability to work independently and as part of a team in a fast-paced environment.
  • Familiarity with basic accounting and inventory management principles is a plus.

Working Conditions:

  • Work is performed in an office setting within a manufacturing plant environment.
  • May require occasional visits to the production floor, which involves exposure to machinery noise and raw materials.
  • Standard office hours with occasional overtime as needed.


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