An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Job Summary The QA/QC Administrative Assistant provides comprehensive clerical, data entry, and document control support to the Quality department. This role is responsible for scanning, sorting, uploading, and filing all production-related quality documents, including concrete cylinder break logs, daily pour reports, pre-pour inspection sheets, and material test reports. The primary objective is to maintain a flawless, audit-ready digital and physical filing archive that ensures immediate traceability for every precast concrete piece manufactured in our facility
Responsibilities Data Entry & Production Log Processing Daily Log Digitization:
Transfer handwritten floor inspection reports, pre-pour checklists, and batch plant records into the plant's master quality tracking software or spreadsheets daily.
Cylinder Strength Logs:
Input compressive strength test data (cylinder breaks) into the tracking database, highlighting any low-strength breaks for immediate engineering review.
TNon-conformance Documentation:
Assist with tracking quality defects in the plant in real time, corrective actions, root cause analyses, repair documentation, and closure records.
Documentation, Filing, & Archiving Digital Indexing:
Maintain the plant's electronic quality database, ensuring scanned documents are accurately named, categorized, and filed according to project, date, and piece-mark protocols.
Physical Record Management:
Organize and manage the physical filing cabinets for historical job books, ensuring strict version control and compliance with record-retention policies.
Traceability Packet Assembly:
Compile "Job Books" or "Quality Certification Packets" for completed projects, gathering all relevant material certifications, pour logs, and test results into a unified submittal packet for clients or state agencies.
Administrative & Audit Support Material Certification Collection:
Reach out to suppliers and vendors via email or phone to collect missing Mill Test Reports (MTRs) or Certificates of Compliance (CoCs) for incoming raw materials.
Audit Document Retrieval:
Quickly pull requested files, testing logs, and inspector sign-off sheets during unannounced PCI certifications or State DOT plant audits to demonstrate compliance.
Administrative Duties :
Transferring data from internal scheduling program to excel to match product with description, and print labels
Operational Support :
Printing blueprints/checklists for quality technicians on a daily basis, assigning/scanning serial numbers to create labels for product.
Data Entry:
entry for test results on concrete break/tests, moisture, and gradations.
Meeting Support:
Distribute weekly defect trend metrics to the production and quality teams, coordinate meeting schedules, and take detailed minutes during corrective action reviews.
Minimum 1-2 years of clerical, data entry, administrative assistant, or document control experience. Experience in a construction, manufacturing, engineering, or industrial warehouse office setting is highly preferred.
Education:
High School Diploma or GED required; administrative certifications or advanced vocational training is a plus.
Technical Skills Data Entry Speed & Accuracy:
Exceptional keyboarding skills with a focus on high-accuracy data entry for long strings of technical numbers and specifications.
Software Literacy:
Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Ability to learn and navigate specialized manufacturing or document management databases quickly.
Office Equipment:
High proficiency in operating industrial scanner/printer units to efficiently digitize high-volume paperwork packets.
Core Behavioral Competencies High Level of Organization:
Methodical and neat approach to filing, with an inherent drive to keep digital directories clean and uniform.
Reliable and Time-Conscious:
Dedicated to meeting daily scanning and data-entry deadlines so that shipping and billing teams are never delayed by missing paperwork. Ability to
Pivot:
looking for someone who is able to redirect daily tasks to support an urgent deadline/needs. UCP is an Equal Opportunity Employer.
