Production Administrative Assistant

Entry-Level | Production • Purchasing • ERP • Office & Executive Support

Preferred profile: Strong interest in ERP systems, Power BI dashboards, Power Automate workflows, data analysis, and practical business uses of AI is highly valued.

Position Summary

We are seeking a motivated, organized, and dependable Production Administrative Assistant to support the day-to-day administrative needs of our production, purchasing, office, and management teams.

This is an entry-level position designed for someone who is highly organized, comfortable learning new systems, willing to help wherever needed, and interested in developing experience across manufacturing operations, finance, purchasing, business systems, and administration.

The Production Administrative Assistant will provide a broad range of support, including assisting with purchase orders, entering and maintaining information in the company ERP system, organizing production paperwork, coordinating training records, supporting office administration, assisting company leadership with administrative tasks, and helping develop reports, dashboards, and workflow automations.

The ideal candidate does not need extensive manufacturing experience but must be dependable, detail-oriented, comfortable working with computers, and willing to learn. A candidate with an educational background or interest in finance, business analytics, data visualization, process automation, or artificial intelligence would be particularly well suited for this position.

Key Responsibilities

Production Administration

Provide administrative support to the production and operations teams.
Assist with creating, organizing, distributing, and maintaining production paperwork.
Enter and update production information in the company's ERP system.
Assist with work orders, job travelers, production schedules, inventory records, and other manufacturing documentation.
Help ensure production documentation is complete, organized, and properly routed.
Assist production personnel with locating documentation, drawings, records, and other information.
Help track open jobs, priorities, due dates, and production status.
Support management with production reports and basic data analysis.
Assist with scanning, filing, copying, and maintaining electronic and physical production records.
Help identify missing paperwork or information and follow up with the appropriate personnel.

Purchasing & Purchase Order Support

Assist with creating and processing purchase orders.
Enter purchase orders and related information into the ERP system.
Help maintain accurate vendor, pricing, delivery, and purchasing records.
Send purchase orders and other purchasing documentation to suppliers as directed.
Assist with tracking open purchase orders and expected delivery dates.
Follow up with vendors regarding order confirmations, shipping information, and delivery status when requested.
Help match purchase orders with packing slips, receiving documentation, and invoices.
Maintain organized purchasing records and supporting documentation.
Assist management and purchasing personnel with sourcing information and administrative follow-up.
Help analyze purchasing information, spending, open commitments, vendor performance, and other purchasing data as experience develops.

ERP System Support

Perform routine data entry and record maintenance within the company's ERP system.
Assist with entering and maintaining customer, vendor, inventory, purchasing, production, and job information.
Help ensure information entered into the ERP system is complete and accurate.
Assist employees with routine ERP administrative tasks.
Learn company ERP processes and help maintain consistent use of the system.
Assist with generating ERP reports and retrieving information for management.
Help document ERP procedures and internal processes as they are developed or updated.
Assist with identifying opportunities to improve ERP workflows, reporting, and data accuracy.

Reporting, Dashboards & Automation

Assist with developing and maintaining management dashboards using Microsoft Power BI.
Help collect, organize, clean, and validate information from ERP and other business systems for reporting purposes.
Assist with creating reports and dashboards for production, purchasing, finance, inventory, quality, and management.
Help identify key performance indicators (KPIs) that can be tracked through dashboards and automated reports.
Assist with building simple workflow automations using Microsoft Power Automate.
Identify repetitive administrative tasks that could potentially be automated.
Help connect information between Microsoft 365 applications, ERP data, spreadsheets, forms, and other business systems.
Explore appropriate uses of artificial intelligence and AI models to improve administrative productivity, reporting, data analysis, document processing, and internal workflows.
Assist with testing and documenting new dashboards, automations, AI-assisted workflows, and reporting tools.
Maintain appropriate controls and confidentiality when working with company data and AI-enabled systems.
Continuously look for opportunities to use technology to reduce manual data entry and improve business processes.

Executive & Management Support

Provide general administrative assistance to company executives and managers.
Assist with scheduling, meeting coordination, document preparation, and follow-up tasks.
Prepare correspondence, spreadsheets, reports, dashboards, and presentations.
Help organize management files, records, notes, and action items.
Assist with special projects and administrative assignments as needed.
Help coordinate meetings and maintain calendars when requested.
Assist leadership with collecting and organizing information needed for business decisions.
Handle sensitive company information professionally and confidentially.

Office Administration

Assist with general office organization and day-to-day administrative activities.
Help answer phones, route messages, receive visitors, and support general communications as needed.
Assist with ordering office supplies and maintaining appropriate inventory levels.
Organize electronic and physical files.
Help coordinate shipping, receiving, mail, and package handling when needed.
Assist with company events, meetings, employee activities, and other office functions.
Help maintain a clean, professional, and organized office environment.
Provide backup administrative support wherever needed.

Training & Employee Records

Assist with coordinating employee training activities.
Maintain training records, attendance records, certifications, and related documentation.
Help schedule required employee training and communicate upcoming training requirements.
Assist with onboarding paperwork and administrative preparation for new employees.
Help maintain training matrices and identify upcoming or overdue training requirements.
Assist managers with preparing training materials, sign-in sheets, presentations, and documentation.
Scan and organize completed training records.
Help ensure required documentation is properly completed and maintained.
Assist with developing electronic or automated methods for tracking employee training as experience develops.

Quality & Documentation Support

Assist with document organization and recordkeeping associated with company quality procedures.
Help maintain controlled forms, records, and administrative documentation.
Assist with scanning and filing inspection, production, purchasing, and quality records.
Help prepare documentation for internal reviews, customer requests, or audits.
Follow established procedures for document control, confidentiality, and record retention.
Support the Quality team with administrative tasks as requested.

Required Qualifications

High school diploma or equivalent.
Strong organizational skills and attention to detail.
Basic proficiency with computers and common office software.
Working knowledge of Microsoft Word, Excel, Outlook, and similar applications.
Comfortable performing data entry and learning new software systems.
Strong interest in technology and willingness to learn new business applications.
Ability to communicate professionally in person, by phone, and through email.
Ability to follow written and verbal instructions.
Ability to manage multiple tasks and changing priorities.
Dependable attendance and a strong work ethic.
Willingness to learn new responsibilities and help in different areas of the business.
Ability to maintain confidential and sensitive company information.
Professional attitude and ability to work effectively with employees at all levels of the organization.

Preferred Qualifications

Previous professional experience is helpful but not required.

Bachelor's degree or coursework in business, accounting, finance, information systems, data analytics, or a related field.
Interest in finance, business operations, manufacturing, or data analysis.
Administrative assistant or office support experience.
Manufacturing or production environment experience.
Data entry experience.
Experience with ERP, MRP, inventory, purchasing, or accounting software.
Purchase order or purchasing support experience.
Intermediate or advanced Microsoft Excel skills.
Experience or strong interest in Microsoft Power BI.
Experience or strong interest in Microsoft Power Automate.
Interest in creating dashboards, reports, and data visualizations.
Interest in workflow automation and business process improvement.
Interest in artificial intelligence, AI models, and practical business applications of AI.
Experience experimenting with AI productivity tools, automation platforms, or data-analysis tools is a plus but not required.
Experience maintaining files, records, or training documentation.
Customer service or vendor communication experience.

Skills & Attributes

Highly organized and detail-oriented.
Dependable and punctual.
Comfortable with computers and technology.
Able and interested in learning new software quickly.
Curious about how business processes work.
Interested in data, reporting, finance, and business systems.
Interested in using technology to solve problems and improve processes.
Willing to ask questions and learn.
Able to follow through on assigned tasks.
Comfortable working in both office and manufacturing environments.
Professional when communicating with customers, suppliers, employees, and management.
Flexible and willing to assist wherever needed.
Capable of prioritizing multiple responsibilities.

Growth Opportunity

This position is intended to provide significant exposure to multiple areas of the business and can grow with the capabilities and interests of the employee.

Production and operations
Purchasing and procurement
Finance and cost analysis
Inventory management
ERP administration
Business intelligence
Power BI dashboards
Power Automate workflows
Data analysis and reporting
Artificial intelligence and AI-enabled business processes
Quality administration
Employee training
Office management
Executive administration
Customer and vendor communication

A motivated employee who demonstrates strong analytical and technical abilities may have opportunities to take increasing responsibility for ERP reporting, KPI development, management dashboards, workflow automation, financial analysis, data management, and AI-assisted process improvement.

This role can provide a strong foundation for advancement into areas such as production coordination, purchasing, finance, business analytics, ERP administration, operations administration, office management, quality administration, or executive support.

Physical & Work Environment Requirements

Ability to work primarily in an office environment while periodically entering production and manufacturing areas.
Ability to sit and work at a computer for extended periods.
Ability to walk throughout office and production areas as needed.
Ability to safely work around manufacturing operations while following company safety requirements.
Ability to occasionally lift and carry normal office supplies, paperwork, packages, or similar items.

What Success Looks Like

Success in this position means being someone the team can depend on to keep information organized, complete administrative tasks accurately, follow up on open items, learn company systems, and help wherever needed.

Over time, the successful Production Administrative Assistant should become someone who not only helps maintain the company's administrative processes but also looks for ways to make those processes better through ERP improvements, dashboards, automation, data analysis, and appropriate use of AI.

The ideal candidate is someone who can start by helping with day-to-day administrative work and develop into a valuable resource for production, purchasing, finance, business sy

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