Production Administrative Coordinator

Polycor•Concord, NH

19d•Onsite

About The Position

The Production Administrative Coordinator provides administrative and operational support to the production facility. The role coordinates production reporting, inventory, shipping documentation, maintenance records, payroll support, and communication among production, sales, dispatch, and management to support efficient day-to-day operations. The position combines office work with time in a manufacturing plant and involves regular interaction with production employees, supervisors, drivers, and management. The employee may occasionally encounter noise, dust, and varying temperatures in the production facility and must use personal protective equipment when entering production areas.

Requirements

High school diploma or GED required.
Strong organizational and multitasking skills.
Excellent attention to detail and accuracy.
Strong communication and interpersonal skills.
Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
Ability to work independently and prioritize competing demands.
Ability to maintain confidential information.

Nice To Haves

At least 2 years of administrative experience in a manufacturing, industrial, quarry, or production environment preferred.
Experience with production reporting, inventory management, shipping documentation, or payroll administration preferred.
Post-secondary education in Business Administration, Operations, or a related field is an asset.
Experience with ERP, inventory management, or production tracking software is an asset.
Equivalent experience will be considered.

Responsibilities

Prepare and maintain daily, weekly, and monthly production reports covering output, machine utilization, scrap, and downtime.
Collect and enter production data into company systems and spreadsheets.
Assist plant management with production scheduling based on customer orders and inventory requirements.
Monitor production output and communicate variances to management.
Prepare and coordinate shipping documentation, including bills of lading, packing slips, and shipment records.
Verify order quantities and track customer orders from production through delivery.
Communicate with transportation providers, customers, and internal teams about delivery schedules.
Maintain inventory records for raw materials, finished products, consumables, and production supplies.
Track material usage and inventory levels and assist with cycle counts and physical inventories.
Identify inventory discrepancies and work with purchasing to maintain adequate stock levels.
Review employee timesheets and compile payroll information for submission to Human Resources or Payroll.
Maintain attendance and vacation records.
Assist with onboarding, training documentation, certifications, and licenses.
Track equipment maintenance schedules, work orders, repairs, downtime, and preventive maintenance activities.
Coordinate vendor service visits and equipment inspections.
Maintain safety training records and documentation.
Assist with incident reporting, investigations, and corrective action tracking.
Support plant audits and regulatory compliance activities.
Schedule meetings and prepare reports, agendas, and meeting minutes.
Respond to telephone and email inquiries related to plant operations.
Maintain filing systems and production records.
Order office and production supplies as required.
Assist with special projects and continuous improvement initiatives.