Administrative Production Assistant

Administrative/Clerical Indianapolis, Indiana


Description

POSITION PURPOSE

The Production Assistant is critical to job scheduling, creating work orders, and providing administrative support to the Residential field staff.

DUTIES, TASKS, AND RESPONSIBILITIES

Administrative (65%)

  • Regularly capture builder updates to the schedule throughout the day by incorporating changes on the internet to keep the team up to date in real time
  • Accurately create jobs, customers, and work orders for all builders in Great Plains; print work order job sheets and distribute to the appropriate individuals; enter codes for resolution of each work order
  • Reliably check job sheets folder for updates and close out phases of the folder as each is finished
  • Patiently provide helpful assistance over the phone to all field staff
  • Thoroughly complete applications and make payments for various permits and meters
  • Methodically make needed timesheet corrections and sort and distribute paychecks each Friday
  • Dependably schedule inspections and handle quality inspection reports by creating post inspection letters to be signed by engineers
  • Diligently call in emergency locations for the sewer and water department

Accounting (30%)

  • Correctly calculate the appropriate piece rate for each employee based on data provided by the operations manager
  • Exactly calculate and report on late time to track averages of late time for each employee and project
  • Precisely track collections information and keep up to date on a spreadsheet and notify the builder of all collections made
  • Consistently request variance purchase orders (VPOs) from the appropriate individuals when needed
  • Willingly pull folders for various team members in the department when requested

Data Entry (5%)

  • Accurately enter all hourly employee time sheets for the department into Great Plains each week

 ORGANIZATIONAL BEHAVIORAL COMPETENCIES

  • Do what’s right; be honest and fair
  • Build strong relationships
  • Share in the company successes
  • Build something that matters

POSITION COMPETENCIES

  • Process Driven – Works “by the book” and follows processes step by step to complete duties
  • Accurate – Performs all duties with precision and skilled expertise to ensure high quality
  • Team Oriented – Respects and seeks direction from leaders and accommodates the needs of the team
  • Reliable – Consistently completes work at a methodical pace and without error
  • Technical Specialist – Works within well-defined parameters with a laser focus on excellent output

CRITICAL SKILLS & KNOWLEDGE

  • Clear, effective communications skills – both written and verbal
  • Aptitude for prioritizing and problem-solving
  • Preference for accuracy, attention to detail, and organization
  • Ability to accurately and efficiently enter data
  • Basic mathematical ability including addition, subtraction, multiplication, and division
  • Proficient in using basic office equipment
  • Mastery of entire Microsoft Suite plus Internet and email
  • Ability to use Great Plains software
  • A high school diploma or GED is required
  • Construction experience desired
  • Patient and tolerant customer service focus

WORKING CONDITIONS

  • Well-lighted, heated and/or air-conditioned indoor office setting
  • Moderately noisy environment with light traffic, office equipment, and guest entrance
  • Sedentary physical activity performing non-strenuous daily activities of an administrative nature
  • Must be capable of lifting 10 pounds
  • No travel required

HOW YOUR PERFORMANCE WILL BE EVALUATED

  • Attitude
  • Initiative
  • Quality and Quantity of work
  • Customer and RTM partner satisfaction
  • Attendance
  • Safety

This job description in no way states or implies that these are the only activities to be performed by the associate occupying this position.  Associates will be required to follow any other job-related instructions and to perform any other job-related responsibilities requested by their supervisor.