POSITION SUMMARY

The Administrative Assistant II provides advanced administrative, clerical, and coordination support to plant leadership, operations, and cross-functional departments. This position is responsible for maintaining accurate records, preparing professional correspondence and reports, coordinating schedules and communications, supporting safety and compliance documentation, assisting with purchasing and invoice processes, and promoting the efficient operation of daily office and facility activities. Essential duties and responsibilities include, but are not limited to, the following: Provide advanced administrative support to the Plant Manager, HRM, and Operations Manager, department supervisors, and other members of leadership, as assigned, maintaining confidentiality of employee information in compliance with company policies, data protection standards, and applicable laws. Analyze timekeeping, invoicing, and administrative trends to identify opportunities for improvement. Prepare, review, edit, and distribute correspondence, reports, presentations, meeting agendas, and other business documents. Maintain accurate electronic and physical filing systems for production, human resources, safety, purchasing, billing, and compliance records. Receive and direct telephone calls, emails, and visitor inquiries in a professional, courteous, and timely manner. Greet customers, vendors, employees, and other visitors, and provide appropriate assistance in accordance with the purpose of their visit. Maintain safety training records, compliance documentation, employee notices, and related administrative files. Partner with leadership on operational planning, compliance, and continuous improvement initiatives. Support the preparation and maintenance of OSHA logs, audit documentation, inspection records, and other regulatory or compliance materials, as directed. Coordinate scheduling and documentation for safety meetings, training sessions, employee events, and internal communications. Assist with new hire onboarding documentation, employee records, and coordination with appropriate departments. Assist with purchase order creation, order tracking, invoice verification, invoice processing, and related recordkeeping. Communicate with vendors regarding office supplies, operational supplies, deliveries, billing inquiries, and documentation requirements. Monitor delivery schedules, maintain supply inventory levels, and support the organization and upkeep of office and common areas. Review invoices against purchase orders, receipts, and supporting documentation to assist in preventing duplicate receiving or payment discrepancies. Submit weekly billing and invoicing reports to the corporate accounting department, as required. Support inventory documentation and coordination with purchasing, warehouse, accounting, and operations personnel. Assist with special projects, process improvements, and cross-functional administrative initiatives, as assigned. Perform other related duties as assigned by the Plant Manager or designated leadership. Qualifications and Education Requirements High school diploma or equivalent required; Associate degree in Business Administration, Office Administration, or a related field preferred. A minimum of two years of administrative, clerical, office coordination, or related experience is required. Experience in a manufacturing, industrial, warehouse, construction, or operations environment is preferred.

PREFERRED SKILLS

Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint. Experience with ERP, purchasing, accounting, document management, or manufacturing systems is preferred. Strong organizational, time-management, and follow-through skills, with a high level of attention to detail and accuracy. Ability to prioritize multiple assignments, meet deadlines, and maintain confidentiality in a fast-paced work environment. Professional written and verbal communication skills, with the ability to interact effectively with employees, vendors, customers, and members of leadership. Ability to work independently, exercise sound judgment, resolve routine administrative matters, and support changing business priorities. Ability to lift up to 50 pounds occasionally and stand or walk for extended periods when supporting plant or office activities.

ADDITIONAL NOTES

Successful completion of pre-employment drug testing is required. Candidate must be legally authorized to live and work in the United States.

COMPENSATION AND BENEFITS

Competitive base compensation with bonus eligibility. Effective the first day of the month following 30 days of employment, employees are eligible for company-sponsored benefits, including medical, dental, vision, other voluntary benefits, and 401(k). Generous vacation, holiday, and sick leave benefits. Custom Pipe and Fabrication is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, or veteran status. In addition to federal law requirements, Custom Pipe and Fabrication complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Custom Pipe and Fabrication expressly prohibits any form of workplace harassment based on race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.