Production Administrative Assistant
About The Position
Neil Kelly Company is seeking a highly organized and communicative Production Administrative Assistant to join our Portland, OR team. The Production Administrative Assistant provides centralized administrative support to the Project Management team by coordinating project documentation, administrative workflows, and production support activities that contribute to efficient project execution. This full-time, in-office role helps ensure project information is accurate, complete, timely, and compliant with Neil Kelly standards while supporting the consistent use of company operating systems. Depending on business needs and office location, this position may also provide general administrative support to the local production office. Responsibilities may include serving as a point of contact for clients and visitors; answering and directing telephone calls; managing incoming and outgoing mail and deliveries; maintaining office, kitchen, showroom, and conference spaces; ordering office supplies; coordinating meetings and events; supporting General Managers and production leadership with administrative tasks; preparing reports and presentations; assisting with local vendor coordination and office logistics; completing local errands or material pickups; and performing other administrative duties necessary to support efficient office operations. These responsibilities may vary by location and may change over time based on operational needs.
Requirements
- Strong attention to detail and document accuracy
- Dispute resolution skills
- Proficiency with Microsoft Office applications and the ability to quickly learn and effectively utilize company production and business software
- Basic mathematics skills, and ability to use a calculator
- High level customer service and client relationship management skills
- Ability to work as a member of a team
- Ability to manage and prioritize competing requests from multiple Project Managers
- Strong organizational and record keeping skills
- Problem solving skills
- Time management and prioritization skills
- Demonstrated attention to detail and commitment to producing accurate, high-quality work
- Excellent communication and listening skills
- A valid driver's license and reliable vehicle is required for this position.
Responsibilities
- Maintain and improve standard templates, administrative procedures, and documentation processes that support consistent project execution.
- Coordinate and prioritize administrative requests from Project Managers through an established intake process, tracking assignments to completion.
- Coordinate material procurement administration by processing purchase orders, maintaining receipt documentation, coordinating deliveries and pickups, and supporting material tracking.
- Coordinate with the Project Manager to procure and track building permits.
- Prepare and maintain field documentation packages, including project information ("red books"), carpenter packages, and other project documents required for field operations.
- Maintain project files and electronic project documentation to ensure complete, organized, and consistent records throughout the project lifecycle.
- Coordinate communication with vendors, subcontractors, suppliers, and internal departments to support timely procurement, document flow, and project execution.
- Prepare production reports, project documentation, and administrative tracking information as requested.
- Draft, review, and proofread project correspondence and documentation for accuracy and completeness.
- Support the consistent use of company operating systems by maintaining project records, assisting with administrative workflows, and promoting standardized documentation practices.
- Maintain documented procedures for all core tasks so coverage can continue during planned or unplanned absences.
- Other duties as assigned.
Benefits
- Comprehensive health insurance including medical, dental, and vision coverage
- Employee Assistance Program (EAP)
- Flexible spending and health savings accounts
- Paid holiday, sick, and vacation time
- Cell phone stipend
- Company paid long-term disability and life insurance
- 401(k) retirement plan
- Optional benefits such as voluntary life, legal services, pet, accident, and hospital indemnity insurance
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
