Operations Assistant

Operations Assistant

Job Description

Department: General Administration

Job Status: Full-Time

FLSA Status: Salary, Non-Exempt

Reports To: Sr Director of Operations and Integration

Location: Ponca City, OK

Amount of Travel Required: Less than 10%

Work Schedule: Monday to Friday, 8am – 5pm                                   

Positions Supervised: None

AIP: None

POSITION SUMMARY: 

The Operations Assistant for Manufacturing Operations provides essential administrative, coordination, and communication support to the operations leadership team. This role ensures smooth day to day operations by managing documentation, supporting scheduling and reporting, maintaining records, and assisting supervisors and managers with organizational tasks. The position requires strong attention to detail, excellent communication skills, and the ability to thrive in a fast paced manufacturing environment.

ESSENTIAL FUNCTIONS: 

(The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may")

• Provide general administrative support to Operations, including scheduling meetings, reserving rooms, preparing agendas, and organizing files.
• Manage incoming communications (emails, calls, messages) and route information to the appropriate leaders.
• Maintain organized digital and physical filing systems for production and compliance documents.
• Order office and production supplies and manage inventory levels.
• Assist with daily and weekly production reporting, KPIs, and operational dashboards.
• Prepare, distribute, and collect production documentation (work orders, checklists, logs).
• Support shift supervisors with communication updates, forms, and documentation needs.
• Compile and distribute reports on output, labor hours, safety metrics, and downtime. 
• Support audit preparation by maintaining accurate and current documentation. 
• Ensure confidentiality and accuracy of employee and production records.
• Help coordinate training sessions, safety meetings, and company events as needed.
• Assist with incident documentation and safety reporting. 
• Support continuous improvement initiatives by preparing documents and tracking progress.
• Performs other related duties as assigned to assist with successful operations and business continuity.

POSITION REQUIREMENTS

• Must be legally authorized to work in the United States without the need for sponsorship.
• Must be at least 18 years of age or older.
• Successfully passes background check, pre employment drug screening, and any pre employment aptitude and/or competency assessment(s).
• Proficiency in spoken English language
• Position requires in person, predictable attendance.

EDUCATION/EXPERIENCE LEVEL

• High School diploma required. Bachelor’s degree in Business Administration or related field preferred.
• Minimum 2–4 years of experience in an administrative role, preferably in manufacturing, industrial, distribution, or similar environments. 

QUALIFICATIONS, SKILLS, COMPETENCIES, AND ABILITIES

• Strong time management and organizational skills.
• Accuracy and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to handle sensitive information with professionalism and confidentiality.
• Knowledge of basic manufacturing workflows or production processes.
• Adaptability in a fast paced environment.
• Comfortable working in a plant environment (PPE, noise, active machinery).
• Proficiency in Microsoft Office and HRIS systems (e.g., Paycom, Workday, ADP, BambooHR).
• Experience in a multi site or multi state organization.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

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

Frequently required to walk, sit, climb, bend, reach and squat/kneel. The Operations Administrative Assistant works primarily indoors and will be sitting prolonged periods of sitting at a desk and working on a computer.  Must be able to access and navigate each department at the organization’s facilities.  The Operations Administrative Assistant may be required to lift heavy objects; therefore, the Operations Administrative Assistant must be able to lift 25lbs.

Work hours may include early morning, late afternoon/evening hours, and weekends in combination depending on job demands.

AAP/EEO STATEMENT

The Company is committed to the cause of equal employment opportunity for all employees and applicants, thus abiding by all applicable state and federal laws. Our practices regarding employment, job promotion, compensation, training, and termination do not discriminate on the basis of race, color, religious creed, age, sex, national origin, veteran's status, disability, pregnancy, genetic information, or any other legally protected status. It is expected that all employees, both management and staff, will fully support these nondiscriminatory policies.

The company has reviewed this job description to ensure essential functions and duties have been included. It is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities. 

Last Revised 08/2026.