Administrative Assistant, Production

Cigarette Holdings LLC•Opa-locka, FL

7d•Onsite

About The Position

Cigarette Racing, established in 1969, is known globally for its uniquely hand-crafted, high-performance boats. We are seeking an Administrative Assistant to provide essential administrative and organizational support to our Production Management and Sales teams. This role is crucial for maintaining efficient operations through coordination of meetings, report preparation, action item tracking, documentation organization, and inter-departmental communication. The ideal candidate will be highly organized, detail-oriented, proactive, and adept at managing multiple priorities in a fast-paced manufacturing setting.

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.

Responsibilities

Provide administrative support to the General Manager and Production Management team.
Assist with preparation and distribution of production reports, labor tracking, project updates, and departmental metrics.
Maintain organized production records, schedules, and operational documentation.
Coordinate 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.
Support scheduling coordination between Production, Engineering, Materials, and other departments.
Assist with data collection and reporting for weekly production meetings and management reviews.
Prepare presentations, spreadsheets, and reports related to production activities and performance.
Maintain department organization, document control, and filing systems.
Provide administrative support to the Sales team.
Maintain customer files, sales documentation, and project records.
Assist with preparing 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.
Assist with 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.
Provide administrative support to the Quality Control department.
Maintain quality inspection records, audit documentation, sea trial reports, and corrective action logs.
Assist with organizing and tracking quality-related documentation throughout the manufacturing process.
Coordinate 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.
Assist with 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.
Assist department leaders in maintaining priorities, schedules, and project organization.
Coordinate 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.