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Production Administrative Assistant
3 months ago
Due to consistent g
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- will work together with other departme
managers to plan and exe
te all aspects of the production process. This includes ordering material, scheduling jobs, relaying information regarding the schedule to the other departments, following up on special order material, creating and following up on repair orders and subcontractor punchlists, as well as handling incoming production related phone calls. This position requires 6 day work weeks throughout the heavy season, which is April through October, or as weather allows. During the production season, 10 - 12 hour days are expected. The winter, down season, requires a 40 hour work week, no Saturdays unless absolutely necessary. Responsibilities include, but are not limited to:
- Ensures compliance with all company rules, policies, and agreements
- Order material accurately. Orders are completed by the Field Supervisor department, but this role requires knowledge of roofing and siding take offs as a matter of checks and balances.
- Update orders in our CRM, JobNimbus once the schedule has been created.
- Acts as support for the Project Managers in the field which includes entering change orders or sourcing material when a project is short.
- Works in tandem with the Lead Project Manager to prepare and send repair order tickets, as well as address warranty claims
- Phone calls and text messages that are related to work should be answered and responded to anytime that is relates to an Essential business item. Professional Attributes *Promotes the goodwill and reputation of Top to Bottom Construction, Inc.*
- Maintains professional and continuous communication with Clients and accurately documents all communication and visits with Clients in Acculynx in a timely fashion. Assures forward communication by notating the Client’s file with Tasks and Change Orders as necessary. Daily Responsibilities:
- Review newly dropped jobs including the Build Contract, Change Orders, Data Sheets, and notes in JobNimbus.
- Schedule material and work orders with detailed instructions. Verify that all colors match the Build Contract unless there is a Change Order that modifies the original color selection. Address inconsistences or unclear direction with the Field Supervisor who completed the job drop.
- Send Material Order to the correct supplier.
- Schedule necessary in progress inspections, add information to PM Work Order in JobNimbus for Project Managers.
- Review tasks and complete or add them as necessary.
- Work with Project Managers daily to assure they have the correct work orders for their projects. Make sure inspection information is given to the Project Manager.
- Follow up on overall job progress with Lead Project Manager. Address schedule changes with him and document work orders appropriately in the system.
- When Production is complete, move the file to the “Completed - Verify Final Supplement” status and assign Final Inspection to the correct Project Manager.
- Respond to request for warranty repairs and tarps by assigning the appropriate party to handle the request. Resolve warranty repair requests with the assigned party and client. Alert Accounting when client needs to be billed for repairs not related to workmanship.
- Communicate changes in product availability with the admin and field supervisor teams in order to assure the best decision-making ability for color selections. This position is a salaried position with annual performance based bonuses, and benefits. Pay: From $60,000.00 per year Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance Schedule:
- 12 hour shift
- Monday to Friday
- Weekends as needed Experience:
- Storm Restoration: 3 years (preferred)
- Management: 3 years (preferred)
- Project scheduling: 3 years (required) Work Location: In person
