Position Summary: The Office Administrator/Production Administrator at Santa Lucia Manufacturing will report to the Business Owner/Production Manager and work alongside them to handle the daily operation of the business ensuring smooth rhythms with the internal team and external partners. As the business scales, this role will take the lead on correspondence with prospects, clients, and vendors, while being a connection point with the growing Machine Shop Operator team. This role is crucial in supporting the company's transition to a paperless environment by effectively utilizing systems such as Microsoft Office products, QuickBooks Online, Gusto HR, and the Machine Shop ERP system ProShop. The ideal candidate will be action oriented, have a propensity for learning, and the confidence to own a role with serious potential for growth.
Office Administration Responsibilities: Assist with general administration of the rhythm of the business internally and with external partners.
Customer and Vendor Communication Liaison: Address phone calls, Emails, paper mail, and inquiries through website, etc. to resolve issues or determine if communication needs attention by Shop Lead.
Front Office Coordination: Oversee daily office operations, including optimizing front office area and improving location logistics.
Maintain Documents and Records: Organize documents and maintain company records, including creating or updating policies and procedures documents and supporting the transition to a paperless environment. Financial Administration Navigation and usage of QuickBooks Online and ProShop, e.g. Set up new vendor contacts, processing POs and invoices, and actively communicate with external local Bookkeeper/CPAs to ensure compliance.
HR Administration: Navigation and usage of gusto.com and related platforms/sites e.g. Employee lifecycle facilitation, verification of timecards for payroll, and active communication with external local HR consultants to ensure compliance.
Other Assistance: Other general administrative tasks assigned by business owner to be completed individually or in collaboration with outside partners.
Production Administration Responsibilities: Partner with the Production Manager to maintain accurate information flow for machine shop jobs in the ERP system (ProShop) and interface with shop employees to ensure cohesive unit operations.
Job Intake: Facilitating capturing Customer RFQ or PO via email and processing into Pro Shop and prioritized for Production Manager to estimate, quote, and/or change order.
Purchasing: Assisting the Production Manager in the procurement of equipment, tooling and materials.
Operations Assistance: Assist the Production Manager as they implement and analyze procedural improvements and work towards potential certification.
Packaging and Shipping: Accurate counting, packaging and labeling of jobs for shipment.
Other Assistance: Other administrative tasks assigned by Production Manager in assistance with Machine Shop operations.
Qualifications:
Attributes: A proactive learner who enjoys problem-solving. A highly detailed person who can see the big picture. Someone who knows that a couple of thousandths after the decimal point can be the difference in thousands of dollars won or lost. A clear, concise communicator who can comfortably speak directly with buyers, accountants, and machinists on behalf of a business owner. A person who equally thrive working independently in an office setting and collaboratively with a team of machine operators. Someone who doesn't mind quickly shifting tasks to handle the small things, while ensuring the critical things get done on time.
Experience: High school diploma or equivalent is required. Proven experience in office administration or a related role is required. Experience in production administration for custom turned manufacturing is highly preferred.
Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, etc.). Some experience with other office systems like QuickBooks Online, Gusto HR, Blue Host, etc. Experience with ERP systems (especially ProShop) is a plus.
Physical Requirements: The ability to sit and stand for extended periods of time.The ability to lift and move boxes of approximately 40 lbs.The ability to climb a ladder up to 8 ft. and lower objects from shelves.
Work Environment: The shop is generally open 9 am-6 pm Monday-Friday, but hours can shift as appropriate for the role. This position is full-time salary for onsite work during business hours. The office is located in a separate room inside a Machine Shop, which is temperature controlled.
Total Rewards:
Compensation: $68,000 - $80,0000 starting salary depending on experience, with possible annual bonuses pending performance of the business. Performance review annually with merit increases as appropriate.
Paid Time Off (PTO): Starts at 80 hours of accrued paid time off non-expiring per year capped at 160 hours, plus CA required 40 hours of paid sick leave expiring per year.
Holidays: Starts at 7 Company holidays for majority of federal holidays.
Health Insurance/401K: Business is growing toward adding Health insurance and 401K benefits to its Total Rewards package in the near future.
Statements: Per the State of California.
Santa Lucia Manufacturing is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. Employment with Santa Lucia Manufacturing is at-will, meaning either the employer or the employee can terminate the employment relationship at any time, with or without cause or notice. Santa Lucia Manufacturing complies with labor laws regarding overtime, meal and rest breaks, and other employment standards. Santa Lucia Manufacturing will provide reasonable accommodations to qualified individuals with disabilities to perform the essential functions of the job.