Back Office Assistant

A Back-End Office Assistant in a pattern shop (industrial foundry patterns) bridges the gap between administrative operations and the technical production floor. This role ensures that orders are accurately processed, materials are stocked, and technical documentation is organized so that pattern makers can focus on precision work.

Core Responsibilities

• Order & Job Tracking: Receiving customer orders, creating sales orders, and tracking job progress through the shop using systems
• Inventory Management: Monitoring levels of specialized raw materials—such as wood, aluminum, or resins for foundries, —to prevent production delays.
• Technical Documentation: Maintaining and organizing physical and digital pattern libraries, including exact identification of tooling and historical client specifications.
• Purchasing & Vendor Relations: Researching suppliers for niche materials and negotiating with vendors to secure better deals for bulk orders.
• Shipping & Logistics: Coordinating the delivery of completed patterns to foundries or manufacturing plants and managing incoming material shipments.
• Administrative Support: Handling basic bookkeeping, invoicing, and maintaining equipment through preventive maintenance

Required Skills & Qualifications

• Detail Orientation: Extreme accuracy is required when entering measurements, pattern numbers, and specific client "tooling" requirements.
• Technical Literacy: Proficiency in Microsoft Excel for data analysis and experience with manufacturing
• Industry Knowledge: A basic understanding of the pattern-making process (e.g., molding, casting) is often preferred to better assist with internal inquiries.
• Organizational Skills: Ability to manage multiple shifting priorities in a fast-paced environment where shop deadlines are critical.