Planning Department Assistant

Position Summary:

The Planning Assistant supports production planners in ensuring smooth, accurate, and timely execution of production schedules. This role focuses on production labor management, addressing deviations from labor plans, managing and maintaining Work Orders, and aligning inventory with active production needs. The Planning Assistant will also update and maintain ERP systems, ensure data accuracy, and assist with system improvements to enhance planning efficiency and visibility. The ideal candidate will be detail-oriented, highly organized, bilingual in English and Spanish, and capable of thriving in a fast-paced manufacturing environment with a strong focus on accuracy, communication, and cross-department collaboration.

Essential Duties and Responsibilities:

·        Labor Management: Monitor labor utilization, identify and escalate deviations, review daily timesheets, and generate reports in Excel. Maintain organized labor records.

·        Work Order Management: Create, update, and maintain Work Orders in the ERP system. Track progress, ensure accurate status updates, and coordinate with departments to resolve production delays or issues.

·        Communication & Coordination: Act as a liaison between production departments and planning administrators, using email, Microsoft Teams, and in-person communication to address delays, material shortages, or other schedule-impacting issues.

·        ERP Data Maintenance: Perform timely updates to planning and production data in the ERP system, support system improvements, and ensure data integrity.

·        Inventory Coordination: Monitor material availability for active Work Orders and work with the purchasing department and material handling teams to resolve shortages or discrepancies before they affect production.

·        Reporting & Filing: Prepare and distribute planning and production reports in Excel. Maintain organized records and perform general filing duties.

·        Daily Planning Support: Serve as a backup for releasing Work Orders in the ERP system on behalf of planning administrators. Record part-out activities and complete other time-sensitive tasks to keep production on track.

·        Quality Management: Follow established procedures to support the Quality Management System and provide feedback for process improvements.

·        Safety & GMP Compliance: Follow all safety protocols and Good Manufacturing Practices (GMPs) to ensure a safe and compliant production environment.

·        Administrative Support: Perform other planning-related and administrative tasks as assigned.

Required Skills & Competencies

·        Strong attention to detail and organizational skills, with the ability to manage multiple priorities in a fast-paced environment.

·        Proficiency in Microsoft Excel (pivot tables, v-lookups, and basic formulas), Word, Outlook, and Teams.

·        Experience with ERP systems for Work Order creation, updates, and reporting (SAP preferred).

·        Excellent verbal and written communication skills in both English and Spanish (required).

·        Ability to interpret production schedules, labor reports, and inventory data to identify issues and recommend solutions.

·        Problem-solving mindset with flexibility to adapt to changing priorities and urgent needs.

·        Knowledge of Good Manufacturing Practices (GMPs) and workplace safety standards.

·        Ability to maintain accurate records, perform general filing, and handle sensitive information with discretion.

Education & Experience Requirements

·        High School Diploma required, associate's degree in business administration, Supply Chain Management, or a related field preferred.

·        Bilingual (English/Spanish) strongly preferred.

·        Previous experience in production planning or inventory management preferred.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·        Required to talk and hear. Frequently required to stand/sit for long periods of time.

·        Able to use office equipment and occasionally lift a maximum of 40 pounds.

·        Constantly use hands and fingers, to handle, or feel and reach with hands and arms to operate equipment.

·        Visual acuity is necessary to do the job safely and effectively. Specific vision abilities required by this job include close vision work with computer and in reading and peripheral vision.

Work Environment:

·        This position works in a non-air-conditioned/heated warehouse setting, with some outdoor exposure during the workday. Requires activities involving being around moving machinery, exposure to marked changes in temperature and humidity, and some exposure to dust, noise, fumes, and gases.

Hipower Systems provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company sponsored employees’ activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity or age limitations will be adhered to by company where appropriate.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.