Production Administrative Assistant

Keller North America, Inc.; Woodbridge (VA); On-site; USD 28,000 - 30,000; Full time

Benefits offered by this job

401(k) + matching

Health, Dental, Vision insurance

Life insurance

Paid time off (PTO)

Holiday Pay

Job summary

Keller North America, Inc. in Woodbridge, VA, is seeking a Production Administrative Assistant to support Production Managers and Supervisors. You will maintain production records, coordinate documentation, and help ensure timely completion of reports and metrics in a fast-paced manufacturing environment.

The role emphasizes data entry, scheduling, payroll timekeeping support, safety documentation, and collaboration with leadership to keep daily plant operations running smoothly.

Qualifications

• High school diploma or equivalent.
• 3+ years administrative, clerical, operations in a manufacturing environment.
• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams.
• Experience with production reporting and operational metrics.
• Experience with ERP, HRIS, timekeeping, or other business systems.

Responsibilities

• Provide daily administrative support to Production Managers, Supervisors, and production leadership.
• Assist with maintaining production schedules, staffing information, and operational documentation.
• Collect, enter, and maintain daily production information in applicable systems and spreadsheets.
• Maintain accurate records of production quantities, labor hours, downtime, scrap, rework, and other production metrics.
• Prepare daily, weekly, and monthly production reports as requested.
• Assist with tracking production goals, departmental metrics, and key performance indicators.
• Identify missing or inconsistent information and follow up with supervisors for corrections.
• Prepare materials and reports for production meetings and maintain related documentation.
• Support Production leadership with special projects and process-improvement initiatives.
• Maintain current production employee rosters, schedules, and department information.
• Assist with tracking attendance, overtime, shift assignments, and other production-related employee information.
• Track employee training, certifications, qualifications, and skill-matrix information.
• Assist with administrative aspects of new employee onboarding within the Production department.
• Assist supervisors with maintaining required employee documentation.
• Communicate production-related administrative information to employees as directed by Production leadership.
• Assist with gathering information required for payroll processing.
• Maintain supporting documentation for approved Time off, overtime, schedule changes, and payroll adjustments.
• Follow company procedures regarding timekeeping and payroll confidentiality.
• Maintain accurate spreadsheets, databases, production logs, and reports.
• Enter and update production data in company systems in a timely manner.
• Generate routine reports and compile information for operational reviews.
• Assist with preparing presentations, charts, and other materials for production meetings.
• Assist Production leadership with maintaining required production and safety documentation.
• Maintain records related to safety meetings, training, inspections, and other production activities as assigned.
• Ensure required documentation is completed and properly maintained.
• Communicate documentation or compliance issues to Production leadership.
• Follow all company safety policies and procedures.

Skills

3+ years administrative experience

Strong organizational skills

Time-management

Data entry and recordkeeping

Excellent written and verbal comms

Education

High school diploma or equivalent

Tools

Excel

Word

Outlook

Teams

ERP

HRIS

Job description

Company Logo

Overview

Job Summary

The Production Administrative Assistant provides administrative and operational support to the Production department in a fast-paced manufacturing environment. This position supports Production Managers and Supervisors by maintaining accurate production records, coordinating administrative activities, preparing reports, tracking employee and production information, and ensuring timely completion of production-related documentation.

The position works closely with Production leadership and employees to help ensure information is accurate, organized, and readily available to support daily plant operations.

Responsibilities

Essential Duties and Responsibilities

Production Operations Support

• Provide daily administrative support to Production Managers, Supervisors, and production leadership.

• Assist with maintaining production schedules, staffing information, and operational documentation.

• Collect, enter, and maintain daily production information in applicable systems and spreadsheets.

• Maintain accurate records of production quantities, labor hours, downtime, scrap, rework, and other production metrics.

• Prepare daily, weekly, and monthly production reports as requested.

• Assist with tracking production goals, departmental metrics, and key performance indicators.

• Identify missing or inconsistent information and follow up with supervisors for corrections.

• Prepare materials and reports for production meetings and maintain related documentation.

• Support Production leadership with special projects and process-improvement initiatives.

Employee & Staffing Support

• Maintain current production employee rosters, schedules, and department information.

• Assist with tracking attendance, overtime, shift assignments, and other production-related employee information.

• Track employee training, certifications, qualifications, and skill-matrix information.

• Assist with administrative aspects of new employee onboarding within the Production department.

• Assist supervisors with maintaining required employee documentation.

• Communicate production-related administrative information to employees as directed by Production leadership.

Timekeeping & Payroll Support

• Assist with gathering information required for payroll processing.

• Maintain supporting documentation for approved Time off, overtime, schedule changes, and payroll adjustments.

• Follow company procedures regarding timekeeping and payroll confidentiality.

Reporting & Administrative Coordination

• Maintain accurate spreadsheets, databases, production logs, and reports.

• Enter and update production data in company systems in a timely manner.

• Generate routine reports and compile information for operational reviews.

• Assist with preparing presentations, charts, and other materials for production meetings.

Safety & Compliance Support

• Assist Production leadership with maintaining required production and safety documentation.

• Maintain records related to safety meetings, training, inspections, and other production activities as assigned.

• Ensure required documentation is completed and properly maintained.

• Communicate documentation or compliance issues to Production leadership.

• Follow all company safety policies and procedures.

Qualifications

Education and Experience Required

• High school diploma or equivalent.

• 3+ years of administrative, clerical, operations in a manufacturing environment

• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams.

• Experience with production reporting and operational metrics.

• Experience with ERP, HRIS, timekeeping, or other business systems.

• Familiarity with manufacturing terminology and production processes.

Knowledge, Skills & Abilities

• Strong organizational and time-management skills.

• Strong attention to detail and accuracy.

• Strong data-entry and recordkeeping skills.

• Excellent written and verbal communication skills.

• Ability to manage multiple priorities in a fast-paced environment.

• Ability to maintain confidentiality and professionalism.

• Ability to work effectively with employees and leaders at all levels.

• Ability to work independently and exercise sound judgment.

• Ability to interact professionally with production employees, supervisors, managers, and other departments.

Work Environment & Physical Requirements

This position works primarily in a manufacturing plant environment and regularly interacts with Production employees, supervisors, managers, and other departments. The position will work in both office and production areas and may be exposed to typical manufacturing conditions, including machinery, noise, dust, and varying temperatures.

• Ability to sit, stand, and walk throughout the workday.

• Ability to regularly walk through the manufacturing facility.

• Ability to use a computer, telephone, and standard office equipment.

• Ability to occasionally lift or move files, office supplies, and other materials.

• Ability to wear required PPE when working in production areas.

Additional Information

Salary Range: $20.00 - $22.00 / hr DOEActual salary will be based on a variety of factors including relevant internal and external experience, knowledge, skills, scope of job, geographical location or other factors permitted by lawBenefits

• 401(k) + matching

• Health, Dental, Vision insurance

• Life insurance

• Paid time off (PTO)

• Holiday Pay

Suncoast is an Equal Opportunity Employer. We encourage qualified women, minorities, veterans, individuals with disabilities, and others to apply.