About The RolePosition SummaryThe Manufacturing Operations Analyst provides operational, financial, project, and administrative support to the Director of Facilities Management and Manufacturing leadership team at ZT Systems. This role serves as a key business partner supporting Facilities, Manufacturing, Construction, and Engineering operations through project financial management, CAPEX administration, vendor management, procurement coordination, reporting, and operational planning.
The Manufacturing Operations Analyst is responsible for managing the lifecycle of capital and operating expenditures, purchase orders, invoices, contract administration, vendor onboarding, equipment procurement tracking, travel coordination, and departmental operations. The ideal candidate is highly analytical, organized, and proactive, with the ability to manage multiple priorities while maintaining a high level of accuracy, professionalism, and confidentiality in a fast-paced environment.
What You Will DoProject Financial Support & CAPEX Management
- Create Capital Expenditure Requests (CAPEX) and change orders for U.S., Netherlands, and China teams.
- Create, update, and maintain Capital and Expense Purchase Orders in SAP.
- Process approved invoices, pay applications, check requests, and vendor payments in SAP, including verification of payment information.
- Reconcile purchase orders, invoices, billing discrepancies, and CAPEX projects against approved budgets.
- Perform weekly project closeouts and monthly financial reconciliations.
- Manage invoice payments and financial tracking for project-related vendors and general conditions expenditures.
- Maintain PO payment trackers and forecasting reports to support CAPEX planning, budgeting, and forecast activities.
- Partner with Accounting and Finance teams to ensure accurate project financial reporting and expenditure tracking.
Vendor Management
- Manage vendor onboarding activities, including new vendor setup in SAP.
- Verify vendor payment information and supporting documentation for Accounts Payable processing.
- Collect, track, and maintain Certificates of Insurance (COIs) and compliance documentation for contractors and project vendors.
- Maintain vendor and contractor contact databases and support strategic supplier relationships.
- Coordinate with vendors to resolve invoicing, payment, and documentation issues.
Contract Management & Compliance
- Submit contracts, invoices, CAPEX requests, NDAs, and supporting documentation for review, approval, and execution.
- Maintain libraries of Master Construction Service Agreements, NDAs, and project-related contractual documentation.
- Ensure required agreements and compliance documents are processed and maintained in accordance with company policies.
- Track contract execution status and follow up to ensure timely approvals and document completion.
Equipment Procurement & Project Support
- Partner with Facilities and Construction teams to maintain equipment procurement logs and track major equipment purchases.
- Monitor equipment lead times, delivery schedules, and supplier commitments to support project execution timelines.
- Ensure proof-of-delivery documentation is received, maintained, and properly recorded for major equipment purchases.
- Assist with project coordination activities and support operational reviews, planning meetings, and project documentation.
- Proactively identify process improvements and operational efficiencies related to procurement, reporting, and project execution.
Operational Coordination & Business Support
- Manage departmental purchasing requests, expense tracking, financial reporting support, and budget-related documentation.
- Manage the departmental distribution inbox and ensure requests are routed appropriately for timely execution.
- Coordinate onboarding activities and workspace readiness for new employees joining the department.
- Gather and organize data, documentation, and business metrics to support presentations, reports, and leadership reviews.
- Support day-to-day operational activities for Manufacturing, Facilities, Construction, and Engineering teams.
- Assist with special projects and provide cross-functional support as needed.
- Evaluate competing priorities and independently manage workload to meet business objectives.
- Communicate effectively with stakeholders across Manufacturing, Warehouse, Engineering, Facilities, Finance, Procurement, and Executive Leadership teams.
Administrative & Executive Support
- Coordinate domestic and international travel arrangements for Manufacturing and Facilities leadership teams.
- Prepare and submit expense reports and assist with department expense approval workflows.
- Provide calendar management, meeting coordination, and scheduling support as needed.
- Coordinate conference room scheduling, vendor visits, and catering services for meetings and events.
- Support employee recognition programs in partnership with Human Resources.
- Assist with department event planning and execution.
- Maintain confidentiality while handling sensitive employee, financial, vendor, and project information.
What You Bring- Minimum of 5 years of experience in operations, project coordination, financial administration, facilities, manufacturing support, or related business operations roles.
- Strong project management and organizational skills with the ability to manage multiple concurrent priorities.
- Bachelor's degree required or equivalent combination of education and relevant experience.
- Advanced proficiency with Microsoft Office Suite, including Excel, PowerPoint, Word, Outlook, DocuSign, and SAP.
- Strong working knowledge of SharePoint and document management systems.
- Experience supporting CAPEX tracking, purchase orders, budgeting, invoice processing, and financial reconciliation activities.
- Strong analytical, problem-solving, and follow-up skills with a proactive approach to issue resolution.
- Exceptional attention to detail and commitment to data accuracy.
- Ability to work independently, prioritize effectively, and drive tasks to completion.
- Flexibility and adaptability in a dynamic, fast-paced environment with shifting business priorities.
- Demonstrated ability to collaborate across Manufacturing, Facilities, Construction, Engineering, Finance, Procurement, and Administrative teams.
- Professionalism and discretion in handling highly confidential information.
- Outstanding interpersonal and communication skills with the ability to work effectively at all organizational levels.
- Customer-focused mindset with a collaborative, service-oriented approach.
- Positive and professional demeanor that promotes teamwork and a results-oriented culture.
- Strong business acumen with the ability to anticipate needs, identify risks, and support both short-term operational goals and long-term strategic initiatives.
- Experience with vendor management, contract administration, procurement processes, and operational reporting preferred.
- Knowledge of manufacturing, facilities management, construction, engineering, or capital project environments preferred.
