Production Administrator

Ridgeline Roofing & Restoration LLC•Odenville, AL

About The Position

The Production Administrator provides administrative, financial, and operational support to the production department, helping projects move efficiently from sale through completion. The role supports production managers, sales teams, and homeowners by coordinating communication, assisting with payment processing and collections, managing customer accounts, and keeping production operations organized and on track. The ideal candidate is highly organized, detail-oriented, comfortable communicating with homeowners, and able to balance administrative responsibilities with hands-on support of daily production needs. Responsibilities include providing day-to-day administrative support; communicating with homeowners about project updates, schedules, documentation, and outstanding needs; coordinating schedules and project activities; tracking project progress and maintaining records; monitoring customer accounts and collecting payments; processing and documenting payments; resolving billing questions and discrepancies; preparing invoices and financial documentation; generating reports; assisting with month-end reporting and reconciliations; and identifying opportunities to improve administrative processes. The role also serves as a point of contact among homeowners, sales representatives, production teams, and internal departments, and handles sensitive customer and financial information professionally and discreetly.

Requirements

High school diploma or equivalent required.
At least 2 years of experience in administrative support, accounts receivable, collections, customer service, or a related role.
Previous experience communicating with customers or homeowners in a professional setting.
Strong verbal and written communication skills, including the ability to make outbound calls and follow up on outstanding payments.
Basic understanding of accounts receivable, payment processing, and collection practices.
Proficiency in Microsoft Office, particularly Excel, and ability to learn internal software and systems.
Excellent organizational skills and attention to detail.
Ability to prioritize multiple responsibilities and manage competing deadlines.
Strong problem-solving skills and ability to handle customer concerns professionally.
Ability to work independently while supporting a collaborative team environment.

Nice To Haves

Associate's degree in Business, Accounting, or a related field.
Experience in roofing, construction, restoration, or a related home services industry.
Familiarity with production workflows, project coordination, and homeowner communication.
Experience with payment processing, making bank deposits, and collections.
Experience working with CRM, project management, or accounting software.

Responsibilities

Provide day-to-day administrative support to the production department and production management team.
Communicate with homeowners throughout production regarding project updates, scheduling, documentation, and outstanding needs.
Make outbound calls to homeowners to provide updates, answer questions, confirm information, and help keep projects moving forward.
Assist with coordinating production schedules, appointments, inspections, and project-related activities.
Track project progress and follow up with internal teams to ensure outstanding items are addressed.
Maintain accurate and organized customer files, project records, and production documentation.
Assist production managers with administrative tasks and special projects.
Serve as a point of contact between homeowners, sales representatives, production teams, and other internal departments.
Monitor customer accounts and follow up on outstanding balances and overdue payments.
Contact homeowners about outstanding payments by phone, email, and written correspondence.
Process and coordinate customer payments, including making deposits and ensuring payments are properly documented.
Assist with collecting final payments and resolving outstanding account balances.
Research and resolve payment discrepancies, billing questions, and customer concerns.
Maintain detailed records of collection activities, payment status, and customer communications.
Apply customer payments and assist with account reconciliations.
Monitor accounts receivable aging reports and communicate collection concerns to management.
Work with sales, production, and accounting teams to ensure timely payment collection.
Prepare, process, and maintain invoices, payment records, and other financial documentation.
Generate reports related to production activity, customer accounts, and outstanding balances.
Assist with month-end reporting and account reconciliation activities.
Identify opportunities to improve administrative processes and department efficiency.
Handle sensitive customer and financial information with professionalism and discretion.
Perform additional duties as assigned to support the production department.