Production Administrative Specialist

Build a career powered by innovations that matter! At Novanta, our innovations power technology products that are transforming healthcare and advanced manufacturing—improving productivity, enhancing people’s lives and redefining what’s possible. We create for our global customers engineered components and sub-systems that deliver extreme precision and performance for a range of mission-critical applications—from minimally invasive surgery to robotics to 3D metal printing.

Novanta is one global team with over 26 offices located in The Americas, Europe and Asia-Pacific. Looking for a great place to work? You have found it with a culture that embraces teamwork, collaboration and empowerment. Come explore Novanta.

Role Purpose

The Production Administrative Specialist provides essential administrative and operational support to the manufacturing team. This role ensures accurate and timely production booking, close coordination with Shift Leaders, and smooth information flow across production, planning, quality, and logistics.

Key Responsibilities

1. Production Administration

• Record, verify, and post daily production data into the ERP/MES system (e.g., SAP, PP-PI, MRS).
• Ensure accuracy of booked quantities, scrap reporting, machine downtime, and workforce allocation.
• Monitor missing or inconsistent production bookings and follow up with shift teams to resolve discrepancies.
• Maintain up-to-date documentation related to production orders, batch records.

2. Cooperation with Shift Leaders

• Act as the primary administrative support partner for Shift Leaders and production supervisors.
• Collect and consolidate daily shift reports (KPIs, OEE data, deviations, attendance, safety notes).
• Support shift teams with administrative tasks such as preparation of forms, logs, permits, and internal communication.
• Assist with coordination of shift-related activities (meetings, training attendance, communication updates).

3. Reporting & Data Management

• Prepare daily, weekly, and monthly production overviews and KPI summaries for management.
• Track adherence to production plans and escalate deviations where needed.
• Support continuous improvement initiatives with data analysis and documentation.
• Maintain accurate databases for materials, tools, and consumables if required.

4. Document Control & Compliance

• Maintain controlled documents related to production processes, safety, and quality.
• Support internal and external audits by preparing required administrative records.
• Ensure compliance with internal procedures, quality standards, and health & safety rules.

5. Cross‑Functional Support

• Liaise with Planning, Warehouse, Quality Assurance, Maintenance, and HR on matters requiring administrative coordination.
• Assist in onboarding new production employees by preparing training records, access rights, and administrative materials.
• Participate in weekly production meetings and provide administrative summaries.

Qualifications & Experience

Required:

• Secondary education (ideally technical or economic field).
• Proven experience in administrative, production, or operations roles.
• Strong computer literacy (MS Office; ability to quickly learn ERP/MES systems).
• Basic understanding of manufacturing workflows.
• Strong attention to detail and high accuracy.
• Ability to work effectively in a fast-paced, multi-shift environment.

Preferred:

• Experience with SAP (PP, PP-PI, MRS) or other ERP systems.
• Knowledge of production KPIs and basic data analysis.
• Previous experience in industrial or manufacturing environments.

Skills & Competencies

• Strong organizational and time‑management skills.
• Proactive communication style, ability to work closely with shop-floor teams.
• Analytical thinking with a focus on accuracy and reliability.
• Ability to prioritize and handle multiple tasks simultaneously.
• Team player mindset; willingness to support operations in a hands‑on manner.

Working Conditions

• On-site position in a manufacturing environment.
• Close cooperation with Shift Leaders across all production shifts (day-to-day alignment).
• Occasional need for adjusted working hours to support shift-based operations.

Novanta is proud to be an equal employment opportunity and affirmative action workplace. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, military and veteran status, disability, genetics, or any other category protected by federal law or Novanta policy.

Please call +1 781-266-5700 if you need a disability accommodation for any part of the employment process.