Administrative Assistant / Scheduling Assistant

Job Title: Administrative Assistant / Scheduling Assistant
Location: Jacksonville, FL
Department: Operations
Reports To: Plant Manager

General Job Description

The Scheduling Assistant supports daily production scheduling, documentation accuracy, inventory coordination, and communication between production, warehouse, quality, and operations teams. This position helps ensure production flow remains organized, work orders are properly documented, and schedule updates are communicated clearly and efficiently.

Major Duties and Responsibilities

I. Production Scheduling

• Assist with daily, weekly, and monthly production schedules.
• Help close production tickets daily, ensuring work orders include accurate quantities, downtime notes, and machine/operator details.
• Review material availability, labor requirements, and production capacity to support scheduling decisions.
• Communicate schedule updates to machine operators, supervisors, warehouse personnel, and leadership.
• Track production progress and follow up on schedule changes, delays, or adjustments.

II. Documentation and System Updates

• Maintain accurate scheduling records, production documentation, and related reports.
• Enter and update information in company systems as required.
• Assist with organizing paperwork related to production runs, work orders, and inventory usage.
• Support accurate communication between departments to minimize errors and delays.

III. Inventory and Materials Support

• Assist with reviewing material availability for upcoming production requirements.
• Support cycle counts and inventory verification activities as needed.
• Help identify shortages, discrepancies, or material concerns that may impact production schedules.
• Develop a strong understanding of products, inventory items, and packaging materials.

IV. Communication and Coordination

• Work closely with Operations, Warehouse, Production, Quality, and Purchasing teams.
• Communicate schedule changes, material needs, and production priorities clearly and professionally.
• Follow up on pending items related to scheduling and production readiness.
• Support special projects and continuous improvement initiatives as assigned.

Minor Duties and Responsibilities

• Assist with filing, organizing, and maintaining production-related documentation.
• Help prepare reports and updates for management.
• Support audits and inspections by maintaining accurate records.
• Assist with general administrative tasks within the operations department as needed.

Qualifications

• High School Diploma or GED preferred.
• Previous experience in manufacturing, warehouse operations, logistics, scheduling, or administrative support preferred.
• Strong written and verbal communication skills.
• Excellent attention to detail and organizational abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Familiarity with Microsoft Office Suite and ERP/MRP systems preferred.
• Professional, dependable, and able to work effectively with cross-functional teams.