Job Description

Who will you be working with?

In this role, you will work closely with both the Plant Manager and the HR Manager , who will provide direction, priorities, and support as part of a dual reporting structure. You will be deeply embedded in the day‑to‑day flow of the facility, interacting regularly with leaders and employees across Production, Quality, Lean, and EHS/Safety .

Your work will connect you with front-line supervisors, hourly employees, office staff, and visitors, making you one of the most visible and approachable administrative resources at the site. You will collaborate with multiple teams to support operations, maintain effective communication channels, and ensure the facility runs smoothly from a front-office and employee-support standpoint. Because of your central role, you will become a trusted point of contact for employees seeking guidance, vendors needing coordination, and leaders relying on accurate, timely administrative support.

How will you make the difference

As the Administrative Specialist, you will play a central role in keeping the facility running smoothly, both in the front office and across the plant. You will support leadership by managing confidential information, maintaining clear communication channels for employees, organizing events that build engagement, and ensuring office systems are functioning reliably. Your proactive approach and ability to streamline administrative tasks will help leaders focus on safety, quality, and production while ensuring employees always have a reliable, approachable resource in the front office.

Monday - Friday 7:00 am - 3:30 pm

What we want to know about you:

Minimum Qualifications and requirements: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)

Required Qualifications:

• High school diploma or equivalent.
• 1-2 years of experience in administrative or customer service roles.
• Bilingual (English and Spanish) is required.
• Proficient in Microsoft Office: Outlook, Word, Excel, PowerPoint (required).
• Experience with OneDrive, SharePoint, or Teams is a plus.
• Tech-savvy with the ability to learn new applications, including purchasing systems and digital visitor management tools.

Knowledge, Skills and Abilities:

• Strong organizational skills with the ability to manage multiple priorities in a fast-paced manufacturing setting.
• Accuracy and attention to detail, especially while handling confidential information.
• Ability to craft professional correspondence, prepare announcements and flyers, and create presentations.
• Comfortable supporting event planning, scheduling, coordination, and followthrough.
• Strong follow-through and coordination skills, especially around event logistics, and when providing support to employees, and visitors.
• Strong discretion and judgment when handling confidential information.
• Dependable, self-motivated, and able to work independently and in a team.
• Comfortable walking through manufacturing areas and wearing required PPE.
• Adaptable, flexible, and able to take on new assignments as plant needs evolve.

What will your typical day look like?

Confidential Administrative Support:

• Handle, organize, and securely file confidential employee documents and sensitive information.
• Prepare correspondence, internal communications, reports, presentations, and meeting materials.
• Provide administrative support to Plant and HR leadership.

Employee Communication & Engagement:

• Own and update bulletin boards, internal TVs/digital signage, and employee-facing communication platforms.
• Create communication flyers, announcements, and plant-wide notices.
• Support planning and execution of cultural, engagement, and recognition events.
• Provide translations for announcements, memos, safety postings, event communications, and employee-support materials as needed.
• Assist with new hire onboarding, including preparing materials, guiding new employees through required steps, and providing translation support when needed.

Front Office & Visitor Management:

• Serve as the primary point of contact for all visitors and employees entering the office.
• Maintain and update the digital visitor log, ensuring accurate check-in and security compliance.
• Keep front office areas clean, organized, stocked, and professional.
• Support conference room A/V systems, copier equipment, and general office functions.

5S, Safety and Facility Support:

• Maintain high 5S standards in offices, meeting rooms, and common/public areas.
• Proactively keep spaces clean, organized, and audit-ready.
• Assist with continuous improvement tasks on the production floor (administrative support only).

Purchasing, Supplies, and Inventory:

• Support indirect purchasing for routine consumable items.
• Manage and organize office supplies, monitor inventory, and coordinate restocking.
• Assist in coordinating deliveries, supplies, and vendor interactions.
• Manage select employee-facing vendor relationships, including services such as uniform providers and vending machines, ensuring smooth operations, timely service, and quick issue resolution.

Process Improvement & General Site Support:

• Identify opportunities to automate clerical tasks or add value to current processes.
• Assist hourly employees with questions and direct them to appropriate HR or Benefits resources.
• Support leadership with reports, tracking, and administrative tasks as assigned.
• Adapt to evolving plant needs and provide support across departments.

What about the physical demand of the job:

Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job . Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.)

This position is primarily an office-based role; however, it requires regular movement throughout the facility to support employees and operational needs. The role includes:

• Regular walking to and from production areas, meeting rooms, and common spaces.
• Occasional standing, bending, or reaching while organizing supplies, setting up events, or updating communication boards.
• Light physical work, such as carrying office supplies, event materials, or small packages (typically up to 20 lbs).
• Ability to navigate between office spaces and manufacturing areas safely.
• Use of mandatory PPE when entering production areas (e.g., safety glasses, hearing protection, steel-toe shoes).

Work Environment: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.)

• Work is performed primarily in an office environment with controlled temperature.
• Regular entry into remanufacturing areas, which may involve higher noise levels, equipment traffic, and production activity.

Our job titles may span more than one career level. The salary rate for this role is currently $23.50.

The actual salary offered to a candidate may be influenced by a variety of factors, such as: training, transferable skills, work experience, education, business needs, market demands and work location. The base pay range is subject to change and may be modified in the future. More information on offered benefits, which include health, welfare, and retirement, are available at mywabtecbenefits.com. Other benefit offerings for this role may include annual bonus, if eligible.

About Wabtec:

Wabtec is a leading global provider of equipment, systems, digital solutions, and value-added services. Whether it's freight rail, transit, mining, industrial or marine, our expertise, technologies, and people - together - are accelerating the future of transportation.Making the rail industry – the cornerstone of global transportation – more efficient and sustainable is at the heart of what we do at Wabtec and the reason we’re pushing ourselves to better serve our customers, our communities, and the world.

Job Tags

Hourly pay, Full time, Work experience placement, Work at office, Monday to Friday, Flexible hours

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