Administrative Assistant

Located in Oceanside, CA

Salary: $23-$28 hr.

Looking for someone with specific manufacturing background - someone that has experience purchasing metals or any other supplies in a manufacturing setting

Position Overview

The Administrative Assistant supports daily operations in a precision machining environment by managing documentation, coordinating production paperwork, maintaining accurate data in ERP and accounting systems, and assisting with purchasing and office administration. This role ensures smooth workflow between the office and the shop floor through organized, timely, and detail‑driven support.

Key Responsibilities

Production & Documentation Support

• Assemble, prepare, and maintain shop travelers, ensuring all routing, drawings, certifications, and inspection requirements are complete and accurate.
• Create, update, and manage Bills of Materials (BOMs) for new and existing jobs.
• Scan, file, and organize production documents, certifications, packing slips, and quality records.
• Maintain revision control and ensure the latest documents are distributed to the shop.

 Data Entry & Systems Management

• Enter job details, material requirements, labor data, and routing information into the ERP system with high accuracy.
• Update job statuses, inventory levels, and purchase order information.
• Perform regular data audits to ensure system accuracy and alignment with production needs.

Purchasing & Vendor Coordination

• Create and issue purchase orders for materials, tooling, hardware, and outside processing.
• Track order confirmations, delivery dates, and expedite materials as needed.
• Maintain vendor files, pricing updates, and communication logs.

 Office & Administrative Support

• Assist with general office tasks including phones, emails, scheduling, and customer communication.
• Support accounting functions such as entering bills, matching packing slips, and basic bookkeeping tasks in QuickBooks.
• Prepare spreadsheets, reports, and logs using Microsoft Excel.

Required Skills & Qualifications

• Experience in a machining, manufacturing, or industrial environment preferred.
• Strong understanding of shop travelers, BOMs, and production workflow.
• Proficiency with ERP systems (JobBOSS, E2, ProShop, Global Shop, or similar).
• Working knowledge of QuickBooks for basic accounting tasks.
• Intermediate to advanced Excel skills (sorting, filtering, formulas, formatting).
• Excellent data entry accuracy and attention to detail.
• Ability to read and understand basic technical documents (drawings, certs, routings).
• Strong organizational skills and ability to manage multiple priorities in a fast‑paced environment.
• Clear communication skills and a proactive, team‑oriented mindset.

Preferred Qualifications

• Experience in ISO 9001 or AS9100 environments.
• Familiarity with machining terminology, materials, and processes.
• Ability to support quality documentation (COCs, material certs, outside processing paperwork

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