Office Administrator ATS Rochester, NY Job Details Part-time | Full-time | Contract $17 - $21 an hour 2 hours ago Qualifications Communication with suppliers Confidential information handling Incident Escalation Administrative experience High school diploma or GED Organizational skills Business Administration Associate's degree Escalation handling Full Job Description Position Summary ATS is seeking an organized, dependable, and detail-oriented Office Administrator to support the daily administrative and operational activities of our CNC machining facility. This position serves as a key link between management, customers, suppliers, production, quality, and accounting. The ideal candidate is comfortable working in a fast-paced manufacturing environment, managing multiple priorities, maintaining accurate records, and communicating professionally with commercial, aerospace, and government customers. Key ResponsibilitiesOffice Administration Manage incoming telephone calls, emails, correspondence, visitors, and general office inquiries. Maintain organized electronic and physical filing systems. Prepare letters, reports, spreadsheets, forms, meeting notes, and other business documents. Maintain office supplies and coordinate the purchase of administrative materials. Schedule meetings, customer visits, interviews, inspections, and internal activities. Assist management with special projects and routine administrative tasks. Customer and Order Support Enter and maintain customer purchase orders, sales orders, and job information. Review incoming orders for basic administrative completeness and route technical requirements to the appropriate personnel. Send order acknowledgments and communicate delivery updates as authorized. Maintain customer communication and order-status records. Support RFQ preparation by organizing drawings, specifications, quantities, and due dates. Coordinate shipping documentation, packing slips, certificates, and customer-required paperwork. Assist with government portals and contract documentation when trained and authorized. Purchasing and Supplier Coordination Prepare and issue purchase orders for raw materials, tooling, outside processing, and shop supplies. Request quotations and follow up with suppliers regarding pricing, certifications, and delivery schedules. Track material and subcontracted processing orders. Confirm that required certifications, packing slips, and receiving documents are obtained. Escalate supplier delays or documentation problems to management, production, or quality personnel. Accounting and Recordkeeping Support Prepare customer invoices and organize accounts-receivable documentation. Enter vendor bills and assist with accounts-payable recordkeeping. Maintain purchasing, expense, credit-card, and receipt records. Follow up on outstanding customer invoices under management direction. Assist with payroll timecard collection and employee attendance records. Coordinate requested documentation with the company's accountant or bookkeeper. Maintain confidentiality of financial, employee, customer, and company information. Production and Quality-System Support Assist with maintaining job travelers, production schedules, contract registers, and delivery-status reports. Support document control by distributing current procedures, forms, and work instructions. Maintain administrative records required by ISO 9001 and AS9100. Assist with training records, calibration reminders, approved-supplier records, corrective-action logs, and internal-audit documentation. Help assemble certificates of conformance and customer shipping packages. Protect controlled technical information in accordance with company ITAR, cybersecurity, and confidentiality requirements. Immediately report missing records, conflicting requirements, delivery risks, or quality concerns. Qualifications High school diploma or equivalent required; associate degree in business administration, accounting, or a related field preferred. At least two years of office administration, customer service, purchasing, accounting support, or manufacturing experience preferred. Strong proficiency with Microsoft Outlook, Word, and Excel. Experience with QuickBooks, ERP/MRP systems, government procurement portals, or manufacturing software is beneficial. Strong written and verbal communication skills. Excellent organization, follow-up, and time-management abilities. Ability to work accurately while handling multiple priorities and deadlines. Basic understanding of purchase orders, invoices, packing slips, and shipping documents. Manufacturing, CNC machining, aerospace, defense, or

ISO/AS9100

experience is strongly preferred. Must be able to handle confidential and controlled information responsibly. Required Competencies Attention to detail and commitment to accurate recordkeeping. Professional customer and supplier communication. Dependability, punctuality, and personal accountability. Ability to prioritize urgent production and delivery requirements. Willingness to learn manufacturing terminology and company procedures. Sound judgment and the ability to escalate problems promptly. Ability to work collaboratively with office, production, inspection, and management personnel. Work Environment and Physical Requirements Work is primarily performed in an office located within an active CNC manufacturing facility. The employee may occasionally enter production, inspection, receiving, and shipping areas. The position requires extended computer use and regular communication by telephone and email. Must be able to sit, stand, walk, and occasionally lift office or shipping materials weighing up to 25 pounds. Required personal protective equipment must be worn when entering designated shop areas.

Pay:

$17.00 - $21.00 per hour

Work Location:

In person