Job Details

Overview

Job Title: Administrative Assistant Department: QUALITY Reports To: QUALITY MANAGER FLSA Status: FULL TIME HOURLY

$23-$28 hour

Position Summary: The Quality Administrative / Clerical Assistant provides clerical and administrative support to the Quality Department in an Aerospace & Defense manufacturing environment. This role supports document organization, record maintenance, data entry, and general office coordination to help ensure quality records are accurate, complete, and compliant with internal procedures and regulatory requirements. The position requires strong attention to detail, confidentiality, and the ability to follow established processes.

Responsibilities

• Perform routine clerical duties including filing, scanning, copying, and document organization
• Maintain electronic and hard-copy quality records in accordance with company procedures
• Assist Quality personnel with administrative tasks such as scheduling meetings and preparing documents
• Answer and route departmental communications (email, phone, internal requests)

Quality Records & Data Entry

• Enter inspection results, certifications, and quality data into ERP or quality systems
• Track and organize quality documentation such as inspection reports, certifications, and nonconformance records
• Assist in compiling documentation packages for audits, customer requests, and shipments

Audit & Compliance Support

• Help prepare documentation for internal and external audits
• Maintain logs, trackers, and spreadsheets for quality activities and metrics
• Ensure records are properly labeled, dated, and stored per retention requirements

Coordination & Support

• Coordinate document requests between Quality, Manufacturing, Engineering, and Supply Chain
• Support training record maintenance and certification tracking
• Assist with onboarding paperwork for Quality department personnel

Confidentiality & Compliance

• Handle sensitive, proprietary, and export-controlled information in compliance with ITAR/EAR and company policies
• Follow all quality procedures, safety policies, and ethical standards

Qualifications

• High school diploma or equivalent
• 13 years of clerical or administrative experience, preferably in manufacturing or a regulated environment
• Basic proficiency with Microsoft Office (Word, Excel, Outlook)
• Strong organizational skills and attention to detail
• Ability to follow written procedures and work independently
• Must be able to sit or stand for up to 8 hours per day

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.