Production Administrative Assistant

Qualifications

• High school diploma/GED or equivalent required

• Proficiency in Microsoft Office, applications essential with intermediate to advanced Excel skills

• Strong organizational skills with attention to detail

• 2-3 years Administrative (or similar field) experience required

• Eligibility to work in the U.S.

• Bilingual in Spanish

• Construction experience recommended, but not required

Job Description:

In this role, you will support the Production Department with the essential functions necessary to achieve and maintain outstanding performance in Operations. Everyday responsibilities consist of invoice entries, assisting with purchase orders and inventory maintenance. Working as a team player in all aspects, this position will be an ideal job if you are a self-starter who enjoys working in a fast-paced environment and takes great pride in their work.

This position reports directly to the Arizona Branch Manager with a dotted line to the Branch Superintendents for direction.

This position is an hourly, non-exempt position to be performed in office, not remotely.

Responsibilities

• Generate purchase orders based on Superintendents' input, and match receivers and invoices.

• Assist with payroll timesheets to ensure accuracy of entries in Paycom, including onboarding new employees and verifying i-9 documentation.

• Maintain branch inventory records for trucks, equipment, and warehouse materials.

• Process and verify spending by production department personnel using credit card systems.

• Send out Preliminary Notices and assist with Manufacturer Warranties as needed.

• Manage incoming and outgoing mail and packages.

• Provide support to customers, other departments, and branches via phone, email, or in-person interaction.

• Assist Superintendents with various duties and functions to ensure excellent customer service and outstanding operational performance.

• Track crew schedules, distribute invoices for job orders, and allocate visas.

• Enter invoices into NetSuite for approval and distribute them to branches, including sorting invoices per branch.

• Track and enter weekly purchases from Home Depot into Sage/NetSuite.

• Prepare Hours Worked and Labor Reports.

• Assist in putting together project schedules and Estimate proposals for each branch, including maps, addresses, and emails.

• Manage Service Work Orders (SWOs) for smaller scale projects and crossover crew work, entering material expenses, hours, and job descriptions into Data Forma.

• Handle incoming calls and leads from customers, enter leads into SmartSheets/CenterPoint, and obtain detailed customer request information, providing quotes for work needed.

• Serve as a point of contact for field workers, assisting as needed.

• Participate in weekly Monday ToolBox talks with the crew.

• Prepare subcontracts based on scope of work details provided by the manager.

• Order and schedule jobsite rentals, such as portable restrooms.

• Perform any other duties as assigned.

Skills

• Proven experience as an administrative assistant

• Knowledge of office management systems and procedures

• Proficiency in MS Office (MS Excel and MS PowerPoint, Smartsheets in particular)

• Sage/NetSuites DataForma/CenterPoint knowledge is advantageous

• Time management skills and the ability to prioritize work

• Excellent verbal and written bilingual communication skills (English/Spanish)

• Self-proficiency in managing own responsibilities and those of the department

• Positive and professional attitude

• Team player with a willingness to learn & help others