Fabrication Shop Administrator

Job Summary
The Fabrication Shop Administrator provides administrative, purchasing, and operational support to the Fabrication Department. This role is responsible for coordinating customer communication, scheduling, inventory, purchasing, quality documentation, and shipping support to help ensure projects move efficiently through the shop.

The Fabrication Shop Administrator works closely with Fabrication Supervisors, Production, Purchasing, Engineering, Quality, Inventory, Accounting, and customers to reduce administrative burden, improve organization, and support efforts to decrease lead times. This is a hands-on role that requires strong organizational skills, attention to detail, and a willingness to assist wherever needed.

Monday-Friday 7am-3:30pm, FULL TIME REQUIRED

Key Responsibilities

• Manage department email, phone calls, filing, and general administrative tasks.
• Maintain accurate records of work orders, inventory, equipment maintenance, and department documentation.
• Assist with production scheduling and planning to ensure projects stay on schedule.
• Monitor workflow progress and communicate priorities, shortages, and delays to appropriate personnel.
• Act as a liaison between the fabrication shop, customers, vendors, and internal departments.
• Track raw materials, tooling, and equipment inventory and maintain appropriate stock levels.
• Create and manage purchase orders for materials, components, and outside services in line with company purchasing policies, including obtaining quotes, order confirmations, pricing, and lead time information.
• Monitor open purchase orders and vendor performance, follow up on overdue orders and delivery commitments, and communicate shortages, delays, or risks to internal teams in a timely manner.
• Maintain accurate purchasing records within the ERP/MRP system, review pricing and invoice discrepancies, and collaborate with Production, Engineering, Quality, Inventory, and Accounting to support material flow and operational needs.
• Communicate with customers regarding quotes, project status, and delivery schedules.
• Assist with creating sales orders and updating Bills of Material (BOMs) within the ERP system.
• Coordinate and track the rework process while working with Inspection to support quality assurance activities.
• Assist with inspection, packaging, shipping, and invoicing of fabricated parts.
• Maintain safety documentation and assist with OSHA and company safety compliance.
• Maintain a clean, organized, and safe work area.
• Maintain a positive, team-oriented attitude.
• Support other departments and assist with additional tasks as needed.

Requirements

• High school diploma or equivalent.
• Previous administrative, customer service, purchasing, or manufacturing experience preferred.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Comfortable using Microsoft Office (Outlook, Excel, Word) and ERP/MRP systems.
• Ability to prioritize multiple tasks and manage changing priorities.
• Ability to work both independently and as part of a team.
• Knowledge of manufacturing or fabrication processes is preferred.
• Understanding of purchasing practices and the ability to follow established purchasing policies and procedures.
• Positive attitude, strong work ethic, and willingness to "roll up your sleeves" and help where needed.
• Ability to lift 15–20 lbs. regularly and up to 50 lbs. occasionally.
• Ability to stand and walk throughout the shop as needed.

Pay: $18.00 - $21.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Rutland, VT 05701 (Required)

Work Location: In person