Production Assistant

Job Summary:

Responsible for administrative tasks within the Program Management Office (PMO) including but not limited to: maintaining all project job files, tracking missing labor timesheets and time card punches, ordering and storing office supplies, maintaining office equipment and ensuring the cleanliness of the office is sustained.

Essential Functions:

• Answer phone calls and transfer to appropriate personnel.
• Make copies of new work orders and turn over to Project Manager for distribution.
• Type reports Inspection Deficiency Reports (IDR’s) submitted by Trade Supervisors for approval by Production Managers.
• Send and track submitted reports (IDR’s) to customers and Prime Contractors.
• File all reports, answers, Inspection and Test Records by work item and work order number.
• Make copies for Supervisors for their records and file accordingly.
• If answer to report is rejected, the appropriate Production Manager(s) shall be notified.
• Maintain job file integrity throughout life cycle of open work orders.
• Process Personal Time Off requests once signed by General Manager, enter them into Outlook Calendar and submit to Payroll Department.
• Take accurate minutes of meeting and draft basic administrative memos and letters.
• Provide administrative support to the Program Managers, Senior Project Manager(s), and Project Manager(s).
• Request supplies for ordering from Front Office and ensure all supplies are put away in an orderly fashion.
• Other duties as may be assigned.
• Flexibility to respond to business needs during non-business hours.

Job Requirements and Qualifications:

Education:

• High school diploma/GED required. Completion of college courses with Business Major emphasis preferred, minimum 2 years.

Experience and Knowledge:

• Minimum 2 years experience in Office Environment.
• Have excellent written and oral communication skills, be a great listener and be committed to being a part of a team.
• Have an understanding the job management system and billing process.
• Ability to work independently with minimal supervision.
• Superior filing and organizational skills.
• Ability to work with Managers and Supervisors at all levels.
• Excellent phone and customer service skills.
• Desire to practice integrity and professionalism in all aspects of the business
• Must be proficient in all Microsoft Office applications.
• Possess an in-depth knowledge of associated trades (i.e., welder, outside/inside machinist, electrician, etc.).
• Demonstrate a proven record (by progression) of positions requiring problem-solving, conflict-resolution, and team-building competencies.
• Possess excellent communication skills, as both a listener and when providing direction.

EEO/AA/Vet/Disabled

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