Production Administrative Assistant

Responsibilities

The Production Administrative Assistant coordinates paperwork, records, and supplies to ensure efficient production operations. They also provide administrative support, manage inventory data, and serve as a point of contact for visitors and reception calls.

Requirements

Candidates should have 2-3 years of experience in an administrative or production support role and possess strong organizational and data entry skills. Proficiency in Microsoft Office and a high school diploma or equivalent are required.

Skills

• Administrative support
• Data entry
• Record keeping
• Microsoft Office
• Excel
• Word
• Outlook
• Organizational skills
• Attention to detail
• Inventory management
• Communication
• Production scheduling
• Safety compliance
• Customer service

Benefits

• Paid Time Off
• Medical
• Dental
• Vision
• 401(k) Retirement Savings Plan
• Company-Paid Holidays
• Disability Benefits
• FSA Benefit
• Employee Discount
• Employee Assistance Program

About this role

Who We Are

Since 1983, Coastal Forest Products has been a family-owned and independently operated wholesale distributor of specialty building materials. Headquartered in Bow, NH, we partner with dealers and suppliers throughout New England and the surrounding regions, providing quality products backed by knowledgeable, dependable service. Our long-standing relationships and commitment to our customers have fueled steady growth, and we continue to expand our reach and our team. When you join Coastal, you become part of a company that values integrity, collaboration, and the people who make our success possible.

Job Overview: Production Administrative Assistant

The Production Administrative Assistant is responsible for coordinating and maintaining the paperwork, records, and supplies that keep our production team running efficiently. This role prepares and organizes production orders, ships product samples to customers, keeps safety, training, and environmental compliance records up to date, and tracks production and inventory information. The position also serves as a key backup when production managers are out of the office, ensuring that orders and customer samples continue moving without delays, and allowing managers to spend more time on the production floor focused on quality, training, and efficiency. Additional responsibilities include greeting visitors, answering reception calls, and providing general administrative support to the Production and Management teams.

The ideal candidate will bring a background in administrative or office support, ideally in a manufacturing or production setting, with strong organizational skills, attention to detail, and the ability to manage recurring responsibilities independently.

Job Responsibilities

* Enter, prepare, and organize production orders, highlighting key details such as quantities and special instructions for the production team.
* Print and distribute production schedules and order paperwork to keep work moving on the production floor.
* Review completed production counts and paperwork for accuracy, then scan and share records with the appropriate team members.
* Prepare and ship customer and production samples through UPS, maintaining timely turnaround when production managers are out of the office.
* Organize warranty records and retained product samples, and research past warranty claims and supporting documents as needed.
* Maintain organized safety, training, and environmental compliance records, including forklift, lockout/tagout, and hazardous waste training, so they are ready for audits and inspections.
* Enter production and paint usage data into the spreadsheets and databases used to track department performance.
* Monitor supply inventory levels, place weekly supply orders, and help improve how production and packing supplies are tracked.
* Serve as a first point of contact for visitors and incoming reception calls.
* Provide administrative coverage when production managers are out, and support the Production and Management teams with recordkeeping and other tasks as needed.

Qualifications & Experience

* 2-3 years of experience in an administrative, office support, or production support role preferred.
* Experience in a manufacturing or production environment is a plus but not required.
* Strong organizational skills and attention to detail, with the ability to keep accurate paper and electronic records.
* Ability to prioritize and manage recurring tasks independently with limited supervision.
* Strong written and verbal communication skills.
* Proficiency in Microsoft Office, including Excel, Word, and Outlook.
* Comfortable entering data and maintaining spreadsheets and databases.
* Dependable and able to step in as backup to keep production support running smoothly when managers are away.

Education

* High school diploma or equivalent required.

Physical & Work Environment Requirements

* Works primarily in an office setting, with regular time spent on the production floor.
* Ability to sit for extended periods of time while performing computer and administrative work.
* Ability to walk and stand on the production floor for periods of time throughout the day.

Employee Benefits Include: 

* Paid Time Off: 40 hours on day one, with additional PTO time accrued throughout the year
* Medical, Dental, and Vision Benefits
* 401(k) Retirement Savings Plan with 4% Company Match
* Company-Paid Holidays, Disability Benefits, FSA Benefit
* Employee Discount on Building Materials, Employee Assistance Program

Job Type & Schedule: Full-Time/Non-Exempt, Monday-Friday, 8:30AM to 5:00PM, Regular Attendance Required 

Ready to build your future with us? Apply today and join the Coastal team! We look forward to receiving your application.