How to hire a materials assistant

How to hire a materials assistant, step by step

Here's a step-by-step materials assistant hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a materials assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new materials assistant
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you start hiring a materials assistant, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a materials assistant to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a materials assistant that fits the bill.

   This list presents materials assistant salaries for various positions.

   Type of Materials Assistant	Description	Hourly rate
   Materials Assistant	Material recording clerks track product information in order to keep businesses and supply chains on schedule. They ensure proper scheduling, recordkeeping, and inventory control.	$12-20
   Receiving Coordinator	Receiving coordinators keep records and verify the contents of shipping data. It requires arranging transportation of products as well as preparing incoming and outgoing products for shipping... Show more	$12-19
   Warehouse Coordinator	A warehouse coordinator is responsible for monitoring the supply and distribution operations of a warehouse, loading and unloading merchandise from the delivery trucks, and storing items appropriately on the facility. Warehouse coordinators assist in packing and labeling items, pulling out products from delivery, and ensuring the correct quantity and quality of the items before release... Show more	$12-19

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Purchase Orders
   • Data Entry
   • Part Numbers
   • Shipping Receiving
   • Management System
   • Lawson
   • Inventory Control
   • Inventory Management
   • Computer System
   • Materials Handling
   • DOT
   • Inventory Transactions
   • Customer Orders
   • Cycle Counts

   Check all skills

   Responsibilities:

   • Utilize hand hold computerized RF or PC to accomplish daily order pulling of materials to be package and ship.
   • Place raw material orders base on MRP demands and coordinate workflow, storage, and delivery of products.
   • Communicate effectively between receiving and the supplier logistics center personnel if any issues arise regarding material quality and timing.
   • Work directly with customers and 3rd party providers to analyze data and troubleshoot technical issues.
   • Work with vendors to ensure all product and services are provided and troubleshoot issues when need.
   • Install and/or repair HVAC units and thermostats daily.

3. Make a budget

   Including a salary range in your materials assistant job description is one of the best ways to attract top talent. A materials assistant can vary based on:

   • Location. For example, materials assistants' average salary in pennsylvania is 40% less than in hawaii.
   • Seniority. Entry-level materials assistants 40% less than senior-level materials assistants.
   • Certifications. A materials assistant with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a materials assistant's salary.

   Average materials assistant salary

   $16.24hourly

   $33,769 yearly

   ---

   Entry-level materials assistant salary

   $26,000 yearly salary

   Updated December 18, 2025

4. Writing a materials assistant job description

   A good materials assistant job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a materials assistant job description:

   Materials assistant job description example

   n:
   
   Goldbelt C6 is focused in research and development, engineering, and logistics services that enhance and enlarge our customers' operations. Our expertise is focused on the integration of C6ISR and scientific, engineering, and technical support for a variety of government partners. We are research and data-driven, with a team of experts ready to create custom solutions.
   
   *Summary: *
   
   The Visa/Passport Support Coordinator and Course Materials Assistant is responsible for managing and coordinating all office visa requirements and assisting the Course Materials Manager.
   
   *Essential Job Functions: *
   
   * Process passport and visa requests for government employees, consultants, and RSO's and FSN's visiting ATA activities;
   * Process visa and passport requests for all contractors;
   * Ensure all passport and visa requests are sent via FedEx to courier, delivered to the appropriate Embassy, and returned to ATA in a timely fashion;
   * Maintain records of visas and passports that are pending and that have been issued;
   * Process invoices for passport and visa payments;
   * Assist Course Materials Manager with:
   * administrative and fiscal responsibilities for contracted support services;
   * centralized master library of all ATA course material (hard copy and electronic format) and ensure that all updated material is properly cataloged, and old versions of materials are disposed of;
   * production and delivery of all course material to training sites within and outside of CONUS;
   * Maintain GSA vehicle fleet including routine maintenance servicing;
   * Process UPS labels for completed passports/visas and requests from TDCs;
   * Provide new monthly mileage sheets for ATA Fleet Vehicles on 1st of the month and collect receipts and mileage sheets for previous month;
   * Enter monthly mileage for ATA Fleet Vehicles in FMIS by 5th of the month;
   * Serves as primary back-up in the absence of the Travel Operations Specialist.
   
   *Necessary Skills and Knowledge: *
   
   * Experience with the Federal procurement process is preferred but not required;
   * Experience with Microsoft Office Suites applications and other database software packages utilized for financial management;
   * Self-starter with excellent interpersonal skills and attention to detail with some travel required in this position.
   
   *Minimum Qualification: *
   
   * Must be a US citizen and able to obtain/maintain a SECRET clearance;
   * Associates degree or a combination of four years of formal education, technical training, certification and/or relevant experience may be substituted for the degree requirement;
   
   Job Type: Full-time
   
   Benefits:
   * 401(k)
   * 401(k) matching
   * Dental insurance
   * Employee discount
   * Health insurance
   * Life insurance
   * Paid time off
   * Referral program
   * Vision insurance
   Schedule:
   * 8 hour shift
   * Day shift
   * Monday to Friday
   
   Ability to commute/relocate:
   * Dunn Loring, VA 22027: Reliably commute or planning to relocate before starting work (Required)
   
   Education:
   * Associate (Preferred)
   
   Experience:
   * Customer service: 1 year (Preferred)
   
   Security clearance:
   * Secret (Preferred)
   
   Work Location: One location

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right materials assistant for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your materials assistant job on Zippia to find and recruit materials assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit materials assistants, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new materials assistant

   Once you've decided on a perfect materials assistant candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   Once that's done, you can draft an onboarding schedule for the new materials assistant. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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