Production Administrative Assistant

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

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Production Administrative Assistant

Portland, Portland, OR, US

Salary Range: $27.00 To $30.00 Hourly

Neil Kelly Company is seeking a highly organized and communicative Production Administrative Assistant to join our Portland, OR team. The Production Administrative Assistant provides centralized administrative support to the Project Management team by coordinating project documentation, administrative workflows, and production support activities that contribute to efficient project execution. This full-time, in-office role helps ensure project information is accurate, complete, timely, and compliant with Neil Kelly standards while supporting the consistent use of company operating systems.

Depending on business needs and office location, this position may also provide general administrative support to the local production office. Responsibilities may include serving as a point of contact for clients and visitors; answering and directing telephone calls; managing incoming and outgoing mail and deliveries; maintaining office, kitchen, showroom, and conference spaces; ordering office supplies; coordinating meetings and events; supporting General Managers and production leadership with administrative tasks; preparing reports and presentations; assisting with local vendor coordination and office logistics; completing local errands or material pickups; and performing other administrative duties necessary to support efficient office operations. These responsibilities may vary by location and may change over time based on operational needs.

What You’ll Do

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 You Bring

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

A valid driver’s license and reliable vehicle is required for this position.

Why You’ll Love Working at Neil Kelly

We offer a supportive, team-based culture and a benefits package that includes:

• Comprehensive health insurance including medical, dental, and vision coverage
• Employee Assistance Program (EAP)
• Flexible spending and health savings accounts
• Paid holiday, sick, and vacation time
• Cell phone stipend
• Company paid long-term disability and life insurance
• Optional benefits such as voluntary life, legal services, pet, accident, and hospital indemnity insurance

This position is not remote and candidates must be able to reliably commute to Portland, Oregon or be willing to relocate by their start date.

Final candidates will be submitted for pre-employment screenings including criminal background, motor vehicle report, and drug screenings.

Neil Kelly is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, age, sex, sexual orientation, gender identity, national origin, veteran or disability status. To ensure the utmost safety and security for our clients and employees, we are a drug free workplace.

We kindly ask that external recruiters do not reach out regarding this role.