Production Administrative Assistant

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Full Time Professional Clearwater, FL, US

Production Administrative Assistant

Preferred profile:Strong interest in ERP systems, Power BI dashboards, Power Automate workflows, data analysis, and practical business uses of AI is highly valued.

We are seeking a motivated, organized, and dependable Production Administrative Assistant to support the day-to-day administrative needs of our production, purchasing, office, and management teams.

This is an entry-level position designed for someone who is highly organized, comfortable learning new systems, willing to help wherever needed, and interested in developing experience across manufacturing operations, finance, purchasing, business systems, and administration.

The Production Administrative Assistant will provide a broad range of support, including assisting with purchase orders, entering and maintaining information in the company ERP system, organizing production paperwork, coordinating training records, supporting office administration, assisting company leadership with administrative tasks, and helping develop reports, dashboards, and workflow automations.

The ideal candidate does not need extensive manufacturing experience but must be dependable, detail-oriented, comfortable working with computers, and willing to learn. A candidate with an educational background or interest in finance, business analytics, data visualization, process automation, or artificial intelligence would be particularly well suited for this position.

• Provide administrative support to the production and operations teams.
• Assist with creating, organizing, distributing, and maintaining production paperwork.
• Enter and update production information in the company's ERP system.
• Assist with work orders, job travelers, production schedules, inventory records, and other manufacturing documentation.
• Help ensure production documentation is complete, organized, and properly routed.
• Assist production personnel with locating documentation, drawings, records, and other information.
• Help track open jobs, priorities, due dates, and production status.
• Support management with production reports and basic data analysis.
• Assist with scanning, filing, copying, and maintaining electronic and physical production records.
• Help identify missing paperwork or information and follow up with the appropriate personnel.

• Assist with creating and processing purchase orders.
• Enter purchase orders and related information into the ERP system.
• Help maintain accurate vendor, pricing, delivery, and purchasing records.
• Send purchase orders and other purchasing documentation to suppliers as directed.
• Assist with tracking open purchase orders and expected delivery dates.
• Follow up with vendors regarding order confirmations, shipping information, and delivery status when requested.
• Help match purchase orders with packing slips, receiving documentation, and invoices.
• Maintain organized purchasing records and supporting documentation.
• Assist management and purchasing personnel with sourcing information and administrative follow‑up.
• Help analyze purchasing information, spending, open commitments, vendor performance, and other purchasing data as experience develops.

• Perform routine data entry and record maintenance within the company's ERP system.
• Assist with entering and maintaining customer, vendor, inventory, purchasing, production, and job information.
• Help ensure information entered into the ERP system is complete and accurate.
• Assist employees with routine ERP administrative tasks.
• Learn company ERP processes and help maintain consistent use of the system.
• Assist with generating ERP reports and retrieving information for management.
• Help document ERP procedures and internal processes as they are developed or updated.
• Assist with identifying opportunities to improve ERP workflows, reporting, and data accuracy.
• Assist with developing and maintaining management dashboards using Microsoft Power BI.
• Help collect, organize, clean, and validate information from ERP and other business systems for reporting purposes.
• Assist with creating reports and dashboards for production, purchasing, finance, inventory, quality, and management.
• Help identify key performance indicators (KPIs) that can be tracked through dashboards and automated reports.
• Assist with building simple workflow automations using Microsoft Power Automate.
• Identify repetitive administrative tasks that could potentially be automated.
• Help connect information between Microsoft 365 applications, ERP data, spreadsheets, forms, and other business systems.
• Explore appropriate uses of artificial intelligence and AI models to improve administrative productivity, reporting, data analysis, document processing, and…