Production Admin & Project Coordination

Neil Kelly Company; Portland (OR); On-site; USD 37,195 - 41,328; Full time

Benefits offered by this job

Health insurance

Employee Assistance Program (EAP)

Flexible spending accounts

Paid holidays, sick leave, and paid/v

Cell phone stipend

Long-term disability and life保险

Job summary

Neil Kelly Company is seeking a Production Administrative Assistant for our Portland, OR team. This full-time, in-office role provides centralized administrative support to the Project Management team, coordinating project documentation and production workflows to ensure accurate and compliant information in line with Neil Kelly standards.

The position may also support local production office operations, serve as a point of contact for clients, manage mail, deliveries, and meeting logistics, and

Qualifications

• Strong attention to detail and document accuracy.
• Dispute resolution skills.
• Proficiency with Microsoft Office applications and the ability to quickly learn and effectively utilize company production and business software.
• Basic mathematics skills, and ability to use a calculator.
• High level customer service and client relationship management skills.
• Ability to work as a member of a team.
• Ability to manage and prioritize competing requests from multiple Project Managers.
• Strong organizational and record keeping skills.
• Time management and prioritization skills.
• Demonstrated attention to detail and commitment to producing accurate, high-quality work.
• Excellent communication and listening skills.

Responsibilities

• Maintain and improve standard templates, administrative procedures, and documentation processes that support consistent project execution.
• Coordinate and prioritize administrative requests from Project Managers through an established intake process, tracking assignments to completion.
• Coordinate material procurement administration by processing purchase orders, maintaining receipt documentation, coordinating deliveries and pickups, and supporting material tracking.
• Coordinate with the Project Manager to procure and track building permits.
• Prepare and maintain field documentation packages, including project information ("red books"), carpenter packages, and other project documents required for field operations.
• Maintain project files and electronic project documentation to ensure complete, organized, and consistent records throughout the project lifecycle.
• Coordinate communication with vendors, subcontractors, suppliers, and internal departments to support timely procurement, document flow, and project execution.
• Prepare production reports, project documentation, and administrative tracking information as requested.
• Draft, review, and proofread project correspondence and documentation for accuracy and completeness.
• Support the consistent use of company operating systems by maintaining project records, assisting with administrative workflows, and promoting standardized documentation practices.
• Maintain documented procedures for all core tasks so coverage can continue during planned or unplanned absences.
• Other duties as assigned.

Skills

Attention to detail

Project coordination

Microsoft Office

Communication

Time management

Teamwork

Vendor coordination

Documentation management

Customer service

Scheduling

Tools

Microsoft Office

Job description

Neil Kelly Company is seeking a Production Administrative Assistant for our Portland, OR team. This full-time, in-office role provides centralized administrative support to the Project Management team, coordinating project documentation and production workflows to ensure accurate and compliant information in line with Neil Kelly standards.

The position may also support local production office operations, serve as a point of contact for clients, manage mail, deliveries, and meeting logistics, and