Production Assistant

BELFOR; Town of Islip (NY); On-site; USD 42,000 - 55,000; Full time

Job summary

BELFOR is seeking a Production Assistant to provide administrative support in a field-office environment, assisting the Production Team and Project Managers with planning, scheduling and document management.

The role requires strong organization, communication and data-entry skills; experience with G-Suite and MS Office is preferred. You will handle travel arrangements, subcontractor PO setup, and ensure accurate filing and reporting.

Qualifications

• 2+ years general office administration experience.
• G-Suite and Microsoft Office proficiency.
• English language literacy and fluency.
• Ability to multitask in a fast-paced office environment.

Responsibilities

• Project pre-planning and processing new leads in systems.
• Maintain daily production and on-call schedules.
• Manage job files and project documentation for billing audits.
• Audit field paperwork and maintain digital/physical files.
• Assist with travel needs and hotel/flight bookings.
• Set up subcontractor purchase orders and materials lists.
• Provide customer support and communicate with clients.
• Onboard field personnel and coordinate training.

Skills

Multitasking

Communication

Attention to detail

Organizational skills

Customer service

Data entry

Tools

G-Suite

Microsoft Office

Job description

Description

The Production Assistant is responsible for providing administrative support in a field office environment. The main function of this position will be to provide support to the Production Team and Project Managers. Exercises judgement within established guidelines to plan, prioritize and organize a diversified workload.

Requirements:

• Project pre-planning
• Processing new leads and entering into proper systems
• Maintaining the daily production and on call schedules
• Managing job files and project documentation, including auditing files for billing
• Monitoring, auditing and filing daily paperwork from the field
• Maintain customer files via digital database and physical file system
• Contacting clients in a customer support role.
• Setting up subcontractor purchase orders
• Obtaining materials quotes and managing materials lists
• General administrative tasks, such as ordering supplies, refilling bins and setting up FedEx shipments
• Assisting with travel needs such as hotel reservations and flight booking
• Miscellaneous management reporting
• New field personnel onboarding and training coordination
• Helping the field with technology needs and technology troubleshooting.
• Ensure all incoming and outgoing communication is representative of BELFOR Practices, Processes and Standards
• Other projects and duties as assigned

Experience and Qualifications:

• 2+ years general office administration experience
• Construction, restoration or insurance industry experience preferred
• G-Suite knowledge (Gmail, Sheets, Google Drive)
• Microsoft Office knowledge (strong emphasis in Word & Excel)
• English language literacy & fluency
• Ability to multitask in a fast-paced office environment
• Strong written and verbal communication skills
• Attention to detail and keen sense of safeguarding other people's property and information
• Comprehensive understanding of customer service principles and practices
• Ability to work under time constraints to meet specific obligations
• Strong organizational and data entry skills

Physical Requirements:

• Occasional lifting from 5-40 lbs, unassisted (from 0-15% of the time)
• Sitting for extended periods of time
• Manual dexterity needed for keyboarding and other repetitive tasks
• The ability to bend, crouch, or stand as necessary.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer:

The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified.