Metal Fabrication Shop Assistant

Position Summary

The Office Manager oversees daily administrative operations of a metal fabrication shop, ensuring efficient coordination between office staff, production, customers, and vendors. This role supports business operations through scheduling, "customer service" and organizational leadership.

Key Responsibilities

Administrative & Office Operations

• Manage daily office functions, including scheduling, documentation, and workflow coordination
• Maintain organized records of projects, contracts, and compliance documents
• Oversee office supplies, equipment procurement, and vendor relationships
• Ensure proper filing systems (digital and paper) are maintained
• Customer Service & Order Coordination
• Serve as primary point of contact for customers, handling inquiries and job status updates
• Process incoming orders, quotes, and work orders
• Coordinate with production teams to track project timelines and delivery deadlines
• Resolve customer issues professionally and promptly
• Accounting & Financial Support
• Invoice approval for purchases
• Assist with timesheet verification

Production & Shop Coordination

• Communicate job priorities between office and shop personnel
• Assist with scheduling production runs and deliveries
• Track materials, inventory levels, and purchase orders
• Support compliance with safety and quality standards

Human Resources Support

• Track employee attendance
• Support hiring efforts by scheduling interviews and maintaining job postings

Compliance & Reporting

• Ensure adherence to industry regulations and company policies
• Prepare reports on operations, job progress, and financial metrics

Qualifications

• High school diploma or equivalent (Associate's or Bachelor's preferred)
• 3+ years of office management experience (manufacturing or construction environment preferred)
• Strong understanding of administrative procedures
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience with or job tracking systems is a plus
• • Proficient in E2 or/and SmartSheets is a plus

Skills & Competencies

• Strong organizational and multitasking abilities
• Excellent communication and customer service skills
• Attention to detail and problem-solving mindset
• Ability to prioritize in a fast-paced production environment
• Basic understanding of metal fabrication processes (preferred but not required)

Work Environment

• Office setting within a metal fabrication shop
• Frequent interaction with shop floor personnel and exposure to industrial environment