Administrative Assistant -Ready to make a career

Administrative Assistant -Ready to make a career?

Provide general administrative clerical support and documentation support to the Quality Manager and the Quality department. Key responsibilities include:

•     Perform general administrative tasks including data entry, filing, scanning, copying, scheduling, and correspondence in support of department operations.

•     Track action items, prepare for yearly audit, prepare for Management Review

•     Compile and format quality reports

•     Communicate professionally with internal departments, customers, and suppliers regarding quality documentation requests and status.

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Administrative Assistant provides and administers information about Quality Assurance and ensures all departments maintain the company’s ISO 9001:2015 quality management system (QMS).

This role is responsible for preparing, compiling, and maintaining quality documentation—including First Article Inspection (FAI) reports, Certificates of Conformance (CoC), and other quality records—while providing general administrative support that keeps the department organized and audit-ready.

Working closely with the Quality Manager, inspectors, production, and shipping, this position helps ensure that quality documentation is accurate, complete, and delivered on time to support customer requirements and regulatory compliance. The ideal candidate is detail-oriented, highly organized, comfortable working with technical documentation and engineering drawings, and able to manage multiple concurrent tasks accurately in a fast-paced manufacturing environment.

Quality, Safety, and Compliance

Support a culture of quality and safety while performing all duties in accordance with company policies. Key responsibilities include:

•             Follow all procedures and work instructions within the company’s Quality Management System (QMS) and ISO 9001:2015 standards as they apply to this role.

•             Comply with the company’s Injury and Illness Prevention Program (IIPP) and wear required personal protective equipment (PPE) when on the production floor.

•             Maintain confidentiality of customer, supplier, and proprietary company information.

•             Maintain a clean, organized work area in accordance with 5S and company housekeeping standards.

Qualifications

Required

•             High school diploma or GED equivalent.

•             Minimum of 2 years of administrative, clerical, or documentation experience, preferably in a manufacturing, quality, or industrial environment.

•             Strong attention to detail and accuracy, with the ability to manage multiple concurrent documentation tasks and meet deadlines.

•             Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook, for documentation, data entry, and reporting.

•             Strong organizational, written, and verbal communication skills.

•             Ability (or aptitude to learn) to read and interpret basic engineering drawings, bills of material, and job travelers at a level sufficient to verify part numbers, revision levels, and characteristics.

•             Ability to read, write, and communicate effectively in English.

•             Must be legally authorized to work in the United States (E-Verify compliant).

•             Must pass pre-employment drug screening.

Preferred

•             Associate’s degree or coursework in business administration, quality, or a related field.

•             Experience preparing First Article Inspection (FAI) reports (AS9102) and/or Certificates of Conformance (CoC) in a manufacturing environment.

•             Familiarity with ISO 9001:2015 and/or AS9100 quality management systems.

•             Familiarity with NADCAP special process documentation for welding, coatings/paint, or non-destructive testing (NDT).

•             Experience with document control processes and quality records management.

•             Familiarity with ERP systems and quality management software for data entry and record keeping.

•             Basic understanding of GD&T, weld symbols, or fabrication drawing standards.

Work Environment

This position operates primarily in an office environment adjacent to the manufacturing floor, with regular visits to the quality lab, inspection areas, and production floor to coordinate documentation, gather measurements, and retrieve records. The role involves frequent interaction with the Quality Manager, inspectors, and production and shipping personnel. When on the production floor, the Quality Administrative Assistant must wear required PPE and be able to work safely in a shop environment with exposure to varying noise levels, temperatures, and industrial equipment. Standard business hours apply, with occasional extended hours necessary to support shipment deadlines, audit activities, or critical quality documentation needs. Physical demands are typical of an office/light manufacturing environment, including the ability to sit at a workstation for extended periods, walk the production floor, and occasionally lift up to 20 pounds.

Freeberg Industrial Fabrication Corp. is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Must pass a drug test, must be a citizen or legal resident of the United States, and pass a background check.