Operations Administrator

Job Description:

Brooks Instrument (www.brooksinstrument.com), an industry leader in flow and pressure instrumentation for critical applications, is seeking candidates for Operations Administrator position that will be based at the company headquarters in Hatfield, Pennsylvania (suburban Philadelphia). The company has manufacturing locations in Pennsylvania, Hungary, Malaysia and Korea, and also maintains sales and service offices throughout the world. Our high-tech products are used in laboratory and process applications in end markets such as: oil & gas, petrochemical, medical devices, waste water, life sciences, and analytical instruments. 

Brooks is a division of ITW (Illinois Tool Works), a fortune 200 company. ITW is one of the world’s leading diversified manufacturers of specialized industrial equipment, consumables, and related service businesses. The company has operations in 56 countries and employs over 50,000 employees. These talented employees, many of whom have specialized engineering or scientific expertise, contribute to ITW’s global leadership in innovation. The company is proud of its broad portfolio of nearly 10,000 active patents, and is focused on fully leveraging its highly differentiated business model to deliver solid growth with consistent best-in-class margins and return on capital.

Basic Function

Provide administrative support to the Operations, Materials, and Human Resources functions. Serve as a primary point of contact between production employees and Human Resources by helping employees access information, navigate the company’s benefits and HR platforms, complete required documentation, and connect with the appropriate HR representative when additional assistance is needed.

This position also supports production-related communications, employee records, time and attendance activities, training administration, non-inventory purchasing, and inventory transactions. The successful candidate will be approachable, organized, detail-oriented, and comfortable working with employees, confidential information, business systems, and manufacturing data.

Essential Duties and Responsibilities

Production Employee and Human Resources Support

• Serve as an accessible day-to-day liaison between production employees and Human Resources.

• Assist production employees with routine questions regarding company policies, employee communications, time and attendance, payroll processes, benefits resources, training requirements, and other workplace matters.

• Help employees access and navigate the company’s benefits and HR platforms, including password or access support, locating benefit information, completing routine transactions, and identifying available resources.

• Direct questions requiring policy interpretation, employee relations guidance, benefit eligibility decisions, or confidential case management to the appropriate Human Resources representative.

• Communicate employee questions, trends, and unresolved concerns to Human Resources and follow up as appropriate.

• Support benefits enrollment activities by distributing communications, coordinating informational sessions, assisting employees with platform access, and tracking completion.

• Maintain confidentiality when handling employee information, payroll-related documentation, benefit information, and other sensitive records.

• Assist with new-hire onboarding activities for production employees, including paperwork, orientation scheduling, system access, required acknowledgments, and coordination with Operations and Human Resources.

• Assist with the administration of the performance-management process for production employees, including distributing materials, tracking completion, and maintaining records.

• Support employee communications and engagement activities, including meetings, announcements, recognition activities, training events, and other Operations initiatives.

• Maintain production employee training records and assist with scheduling and tracking required training.

Operations and Materials Support

• Perform general administrative duties for the Operations and Materials functions, including preparing and maintaining paperwork, records, forms, reports, schedules, and correspondence.

• Support inventory-control activities by entering and maintaining inventory data, researching discrepancies, processing routine inventory transactions, and assisting with cycle-count documentation.

• Assist Operations and Materials personnel with inventory reports, material status updates, transaction follow-up, and record reconciliation.

• Coordinate with Production, Materials, Purchasing, and other departments to resolve missing or inaccurate inventory documentation and escalate discrepancies when necessary.

• Assist with purchasing activities for non-inventory materials, supplies, and services for Brooks departments.

• Create and track purchase requests or orders, confirm receipt of goods, follow up on outstanding orders, and assist with invoice discrepancies.

• Order and maintain appropriate levels of office and production-related supplies.

• Support mail and document distribution for the Operations department.

• Assist with updates to the Company Safety Manual, Materials documentation, work instructions, and other controlled records.

• Compile routine reports and data related to attendance, overtime, training, staffing, inventory, purchasing, or other operational activities.

• Identify opportunities to simplify administrative processes, improve data accuracy, and provide more effective support to production employees.

• Maintain regular attendance and effective working relationships in a team environment.

• Follow all company safety policies and procedures.

• Support company continuous improvement initiatives.

• Perform other duties as assigned.

Education and Experience

• High School Diploma required. Associate degree in business administration, human resources, operations management, supply chain, or a related field preferred.

• Three or more years of administrative experience in human resources, operations, materials, inventory control, or a manufacturing environment preferred.

• An equivalent combination of education and relevant experience may be considered.

• Experience supporting hourly production or hourly employees in a manufacturing environment strongly preferred.

• Experience working with HR information systems, employee benefits platforms, time and attendance systems, ERP systems, or inventory-management software preferred.

• Experience maintaining confidential employee or business information required.

Knowledge Skills and Abilities

• Strong interpersonal and customer-service skills with the ability to build trust and communicate effectively with production employees, supervisors, managers, and support functions.

• Ability to assist employees with routine questions while recognizing when an issue must be escalated to Human Resources or management.

• Strong organizational skills and attention to detail.

• Ability to manage multiple priorities, deadlines, employee requests, and administrative responsibilities.

• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

• Ability to learn and use HR, benefits, payroll, timekeeping, ERP, purchasing, and inventory-management systems.

• Ability to accurately enter, maintain, review, and reconcile employee and operational data.

• Strong written and verbal communication skills.

• Ability to maintain confidentiality and exercise appropriate judgment when handling sensitive information.

• Ability to work independently while collaborating effectively across departments.

• Basic understanding of manufacturing operations, inventory transactions, or materials processes preferred.

• Commitment to providing responsive and respectful assistance to employees at all organizational levels

Benefits

Our employees enjoy competitive, merit-based salary plus excellent benefits including:

• Health and dental insurance

• Company Paid Life Insurance

• Short and Long Term Disability

• 401K plan with generous company match

• Vacation, personal days and holidays

• Continuing education reimbursement program

• Flexible spending accounts 

The opportunity to join a well established (80 years in business) yet dynamically changing organization that works together as a team to meet the challenges of satisfying customers’ needs and managing rapid growth to better compete in a global marketplace.

ITW is an equal opportunity employer. We value our colleagues’ unique perspectives, experiences and ideas and create workplaces where everyone can develop their careers and perform to their full potential. 

As an equal employment opportunity employer, ITW is committed to equal employment opportunity and fair treatment for employees, beginning with the hiring process and continuing through all aspects of the employment relationship. 

All qualified applicants will receive consideration for employment without regard to race, color, sex, gender identity, sexual orientation, religion, national origin, age, disability, protected Veteran status or any other characteristic protected by applicable federal, state, or local laws.