Production Administrative Assistant - Multi Trade Limited FZC (MTL)

Job Title: Administrative Assistant (Production) - Master Batch

Location: Sharjah – Saif Zone

Job Type: Full-Time

Reports To: Production Manager

Job Summary:

We are 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. The ideal candidate will have strong communication skills, the ability to multitask, and a proactive approach to problem-solving.

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.
• Assist in maintaining 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.
• Assist in preparing 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:
• Assist in 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.
  
  

Job Type: Full-time

Experience:

• MasterBatch: 1 year (Required)
  
  

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