Administrative Assistant, Production

Essential Duties And Responsibilities

• Provide administrative support to the General Manager and Production Management team.
• Aid in the preparation and distribution of production reports, labor tracking, project updates, and departmental metrics.
• Maintain organized production records, schedules, and operational documentation.
• Cook meetings for Production leadership and distribute agendas, meeting minutes, and action items.
• Track open production-related action items and follow up with department leaders to ensure completion.
• Schedule coordination between Production, Engineering, Materials, and other departments.
• Prepare presentations, spreadsheets, and reports related to production activities and performance.
• Maintain department organization, document control, and filing systems.
• Support the Sales team.
• Maintain customer files, sales documentation, and project records.
• Aid in the preparation of sales reports, customer presentations, proposals, and correspondence.
• Coordinate internal meetings between Sales and Production regarding vessel status and customer requirements.
• Track customer requests, follow-ups, and internal action items to support timely communication.
• Aid in scheduling customer visits, factory tours, vessel inspections, and delivery meetings.
• Maintain organized records of sales agreements, specifications, and related documentation.
• Support special sales projects and administrative initiatives as assigned.
• Support the Quality Control department.
• Maintain quality inspection records, audit documentation, sea trial reports, and corrective action logs.
• Aid in organizing and tracking quality-related documentation throughout the manufacturing process.
• Cook Quality Control meetings and distribute meeting minutes and follow-up action items.
• Track open quality concerns and corrective actions, providing status updates to leadership as needed.
• Aid in compiling quality metrics, inspection results, and departmental reports.
• Maintain organized filing systems for quality records and compliance documentation.
• Support communication between Quality Control, Production, Engineering, and Service departments to ensure timely resolution of quality issues.
• Attend meetings as requested and record detailed meeting minutes.
• Prepare and distribute meeting summaries and action item logs.
• Monitor and follow up on assigned action items to ensure accountability and timely completion.
• Aid department leaders in maintaining priorities, schedules, and project organization.
• Cook recurring departmental meetings and maintain meeting calendars.
• Prepare and maintain reports, spreadsheets, presentations, and correspondence.
• Manage incoming communications and route information appropriately.
• Maintain organized electronic and physical filing systems.
• Order and manage office supplies and administrative resources.
• Support cross-functional projects and company initiatives.
• Perform other administrative duties as assigned to support business operations.

Requirements

• Proven prior administrative experience, preferably within a manufacturing or production environment.
• Experience supporting operations or production reporting is strongly preferred.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office (Excel reporting strongly preferred).
• High attention to detail and ability to manage multiple priorities.
• Excellent note-taking and follow-up skills.
• Strong written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.

Working Conditions

• Primarily office-based within a manufacturing facility.
• Regular interaction with Production leadership and operational teams.
• Periodic interaction with vendors, inspectors, and regulatory agencies.
• May require flexibility during audit preparation or reporting deadlines.

Physical Requirements

• Ability to sit for extended periods while working at a computer and performing administrative tasks.
• Ability to stand and walk throughout the facility, including production areas, as needed.
• Ability to lift and carry office materials, files, or supplies up to 25 pounds.
• Ability to bend, reach, and stoop to retrieve files or materials.
• Manual dexterity to operate standard office equipment, including computers, printers, copiers, and telephones.
• Visual acuity to review documents, spreadsheets, reports, and compliance records.
• Ability to occasionally access production or warehouse areas, which may involve exposure to industrial noise, equipment, or varying temperatures.
• Ability to wear required personal protective equipment (PPE) when entering operational or production areas.
• Ability to travel locally, if required, for vendor meetings, inspections, or licensing matters.