Administrative Assistant - Manufacturing Operations & Workforce Development

About the role

Founded in 1978, DMI Companies is a family-owned manufacturer of HVAC accessories serving commercial, industrial, and residential markets through domestic and international distributors. The Operations Administrative Assistant provides administrative support to the Operations Team and serves as an active member of the Workforce Development team, assisting with union workforce recruiting and established application review and phone screening protocols. The role requires professionalism, confidentiality, diplomacy, and efficiency in handling complex issues and serving as the first point of contact for facility visitors.

Responsibilities

Operations

• Greet, register, and direct visitors in a warm, friendly, and efficient manner.
• Process and distribute daily payroll, including all supporting reports and documents.
• Support operations management with administrative tasks, including running and maintaining various reports and company documents.
• Maintain union employee personnel records including call-offs, write-ups, points, vacation requests, early leaves/quits, training records, and employee work center list.
• Perform month-end/year-end closing process.
• Manage company car sign in/out sheet.
• Distribute both interoffice and regular mail.
• Assist with setup and facilitation of office-related events.
• Assist with new production employee orientation and collect/distribute paperwork.
• Maintain and support the DMI Lean Culture and corporate operational objectives.

Workforce Development

• Respond to inquiries, review candidate applications/resumes, and maintain accurate and secure records.
• Identify candidates that meet criteria and conduct effective phone screens, as directed.
• Identify, maintain, and secure confidential information.
• Schedule qualified candidates for in-person interviews, coordinate with the hiring team, and facilitate associated documents and forms.
• Coordinate with Workforce Development, hiring team, and Human Resources to ensure a positive, professional, and compliant candidate experience.
• Actively participate on the hiring team to promote DMI and facilitate Workforce Development hiring procedures.
• Conduct outreach to expand short- and long-term union candidate recruiting pools by participating in events, as directed by the Workforce Development Manager.
• Assist in planning and participate in events, visits, tours, trainings, and meetings, both onsite and offsite.
• Create/update candidate and employee records, training tools, reports, applicant tracker, and other documents.
• Work closely with Workforce Development to ensure programs, initiatives, documentation, and events are communicated effectively, maintained accurately and securely, and operated efficiently according to DMI Workforce Development standards.
• Research and recommend local recruiting pools, community partners, and grant opportunities.

Education & Skills

• High school diploma or equivalent required.
• Highly accurate and attentive to detail.
• Effective written and verbal communication skills.
• Ability to manage a variety of job assignments with excellent time management skills.
• Effective problem-solving abilities.
• Proficient in Word, Excel, Outlook, and Microsoft Teams.
• Ability to maintain proper attendance and punctuality standards.
• Prior experience with payroll or phone screening candidates is a plus but not required.

Schedule

Monday – Friday, 7:00 am – 3:30 pm

Benefits

• Generous employer contributions toward medical, dental, and vision coverage
• HSA employer contributions when enrolled in an HSA-eligible medical plan
• Company-paid Life, AD&D, Short-Term Disability, and Long-Term Disability coverage
• Employee Assistance Program, including will preparation and identity-theft assistance
• 401(k) plan with pre-tax and Roth options, plus a dollar-for-dollar company match up to 6%
• Paid vacation and sick time
• 10 paid holidays