Administrative Assistant (Manufacturing)

Job Title:Administrative Assistant (Manufacturing) Location:Rochester, NYCompany:Accurate Tools Shop LLC (ATS)Employment Type:Full-Time Position Overview Accurate Tools Shop LLC is a precision manufacturing company supporting defense, aerospace, and advanced manufacturing industries.We are seeking a highly organized and detail-oriented Administrative Assistant to support daily office operations, production coordination, and customer/vendor communication.This role is critical to ensuring smooth workflow between the front office and the shop floor, maintaining documentation, and supporting compliance with quality and customer requirements.Key Responsibilities Administrative & Office Support Manage incoming calls, emails, and general inquiries Schedule meetings, interviews, and customer visits Maintain organized filing systems (digital and physical) Prepare internal and external documents Production & Order Coordination Enter and track Purchase Orders (POs) and job orders Maintain job tracking logs and production status updates Coordinate with production team on timelines and priorities Assist with RFQ tracking and follow-ups Procurement & Vendor Coordination Communicate with vendors for pricing, availability, and lead times Track material orders and delivery schedules Follow up on late shipments or discrepancies Documentation & Compliance Organize and maintain:Material Test Reports (MTRs) Certifications and inspection documents Customer and contract documentation Support ISO 9001 quality system documentation Assist with audit preparation and document control Shipping & Receiving Support Prepare packing lists and shipping documentation Generate labels (including MIL-STD-129 when required) Coordinate shipments with carriers (UPS, FedEx, freight) Track incoming and outgoing shipments Accounting & Administrative Support Assist with invoicing and payment tracking (Net-30 terms) Maintain expense records and basic financial logs Support accounting team as needed QualificationsRequired High school diploma or equivalent (Associate's degree preferred) 1-3 years of administrative experience (manufacturing preferred) Strong proficiency in Microsoft Office (Excel, Word, Outlook) Excellent organizational and communication skills High attention to detail and ability to multitask Preferred Experience in a manufacturing or industrial environment Familiarity with:Purchase Orders and RFQs Shipping/receiving processes Quality documentation (ISO 9001, AS9100) Experience with ERP systems (JobBOSS, E2, SAP, etc.) Key Competencies Strong organizational and time management skills Ability to work in a fast-paced environment Problem-solving mindset Professional communication with customers and vendors Team-oriented with a proactive approach What We Offer Opportunity to work in a growing precision manufacturing company Exposure to defense and aerospace projects Hands-on experience across operations, production, and quality systems Competitive compensation based on experience Job Type:Full-time Pay:$18.00 - $21.00 per hour Benefits:401(k) Dental insurance Health insurance Paid time off Vision insurance Work Location:In person.