Admin & Production Support Coordinator

About the Role
The Administrative & Production Support Coordinator is the front desk and first point of contact for the South Plant and handles daily production administration. The role answers phone calls and emails, greets visitors, and points employees who need HR help in the right direction. It also supports Accounting, Sales and Marketing with administrative tasks as needed.

Essential Functions

Front desk and reception

• Staff the South Plant front desk as the main point of contact for employees, visitors, customers and vendors.
• Answer, screen and route phone calls, and take accurate messages.
• Monitor and respond to emails promptly and professionally.
• Greet and assist visitors and direct them to the right person or department.
• Serve as the first point of contact for employees who need HR help: answer general questions and escalate HR issues and concerns to the HR department.
• Keep the front office organized, professional and welcoming.
• Maintain confidentiality when handling employee and company information.

Production administration

• Process and maintain production work orders, parts issuance, paint transactions and related production documentation.
• Perform labor balancing, review production labor entries, and identify and correct discrepancies.
• Coordinate ordering and inventory of production, office and general operating supplies.
• Maintain accurate production records, reports and data in company systems.
• Communicate with production leads, supervisors and other departments about work orders, materials and administrative needs.

Additional Responsibilities

• Support Accounting with invoicing, data entry, recordkeeping and document processing.
• Support general administrative tasks, including filing, reporting and document management.
• Support Sales and Marketing with data entry, documentation and updates to Appspace digital signage.
• Coordinate and prioritize administrative requests across departments.
• Other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent.
• Previous administrative, clerical or reception experience.
• Professional phone, email and in-person communication and customer service skills.
• Strong computer skills, including Microsoft Office (Excel, Word and Outlook) and a range of business software.
• Quick learner, able to pick up new software and ERP systems with minimal instruction.
• Ability to multitask and manage competing priorities while staying accurate.
• Strong data entry skills with close attention to detail.
• Basic math and accounting knowledge.
• Sound judgment, including knowing when to escalate an issue.
• Ability to maintain confidentiality with sensitive employee, financial and business information.

Preferred Experience

• Bilingual in English and Spanish.
• Administrative experience in a manufacturing or production environment.
• Experience with production administration, work orders, inventory transactions or labor tracking.
• Associate degree in business administration, accounting or a related field.
• Experience with Appspace, digital signage or basic marketing support.