Program Management Administrative Assistant

Overview

WMG Technologies Tooling Solutions brings 50+ years of manufacturing experience and expertise, providing innovative solutions for complex applications to the global market. Come join our growing team in a technology driven environment committed to investing in people, equipment and processes. WMG Technologies offers competitive wages, overtime after 40 hours, company matched pension plan, a comprehensive benefits package, generous vacation & holidays, Employee Assistance Programs, tuition subsidies, and more.

Duties and Responsibilities

• Reports to: Program & Planning Manager
• Provide a high standard of customer service to internal team members, customers, and potential clients
• Maintain organization of all relevant files and electronic drives and report any issues to the IS department in a timely manner
• Ensure strong attention to detail and actively seek out and correct quality issues
• Be prepared and willing to assist and address any concerns or questions from members of the team and various departments
• Demonstrate positive and collaborative work ethic, fostering teamwork at all times
• Must embrace and support the advancement and implementation of new technologies
• Willfully attend workshops, seminars, and training sessions as required
• Promote and facilitate positive communication and support management decisions with and between all employees and customers
• Ensure WMG housekeeping standards are met by monitoring and sustaining cleanliness and order in the common areas and reporting all issues to Maintenance in a timely manner
• Adhere to all WMG policies and procedures
• Able to follow instructions for executing tasks and work independently to complete tasks
• Provide support to the Program Management Group by:
• Support administrative aspects of the PM group (requisitions, meeting minutes, organizing documentation required for the Customer)
• Epicor opening of phases for all T/R/EC/W workorders as well as T&M phases for ACD work
• Epicor opening of all new jobs (BO)
• Set-up the PM job folder
• Create TCL for new jobs (template)
• Receiving, filing, and matching of customer purchase orders
• PM to advise on job number for each PO & confirm terms and conditions match quoted terms and conditions
• Outstanding purchase order emails to PMs for response
• Collect responses and update excel summary report back to accounting
• Updating tracking matrices as required
• Update PROJ’s whenever new build quotes are change or EC quotes are approved
• Delivery of approved invoices from outsource suppliers (i.e., tryout facility, texture or 3rd party tool shop from e/c or repair) from PM (approval sign-off) to accounts payable
• Epicor PO entry for o/s supplier requirements (tryout, texture, surface hardening, etc.)
• Coordinate completion of the Preventative maintenance documentation for tool generation (TAG requirement)
• Booking travel as required
• Update and provide KPIs on a weekly/monthly basis to management for review
• GM % updates (weekly reports to be sent to all PM’s and summary to Sr PM)
• Coordinate customer invoice requirements (cert sheets, tool pictures, etc.) gathering and save to appropriate directory
• Creation of customs documents to support tryouts
• All other duties as assigned

Education/Qualifications

• Demonstrated ability to multitask and maintain a high level of organization
• Excellent verbal and electronic communication and interpersonal skills
• Proven self-motivation and drive to think creatively to improve processes and results
• Works well in both a team environment and independently with minimal supervision
• Excellent computer skills with proven knowledge of Microsoft Office
• Ability to effectively determine the priority of different tasks assigned
• Ability to ensure confidentiality with respect to sensitive employee, customer, and supplier information
• Proven ability to work well with all levels of management
• Ability to take ownership and accountability of one’s own work
• 3+ years in an administrative support role
• Experience in a plastic injection mold production facility considered an asset
• Preferred (but not essential) education in business or administration (diploma or degree)