Production Manager Administrative Assistant

About Our Client:

Our Client is a design-build firm based in Ridgeland, South Carolina, serving Hilton Head and Bluffton. The company brings over 35 years of residential construction experience. They specialize in custom homes, whole-home remodels, and large-scale renovations. Known for personalized service and high-quality workmanship, most of their business comes from referrals.

Job Summary:

Our Client is seeking a Production Manager Administrative Assistant to work directly with the Production Team. This role supports production by managing phased work orders, issuing purchase orders, coordinating change orders, tracking schedules, projecting draws, acquiring vendors, and helping transition from Co-Construct to Buildertrend, including learning and implementing the new software. The Production Manger Administrative Assistant also works with vendors and subcontractors, provides basic administrative support to the team, and plans luncheon events.

Job Duties & Responsibilities:

Production Assistance

• Collaborate directly with the production team
• Issue purchase orders
• Notify accounting to process change orders for overages
• Release work orders in two phases:
  • From start to drywall
  • From drywall to completion
• Ensure all work orders are approved by the manager
• Track project schedules
• Prepare draw projections
• Manage vendor acquisition
• Assist with transferring data from Co-Construct to Buildertrend
• Learn and utilize Buildertrend to integrate the software into our business plan

Pre-Construction & Post-Construction

• Utilize the Pre-Job Tracker to manage tasks
  
• Order surveys, elevation certificates, hub and tack, benchmarks, and topographic maps
  
• Monitor selections in Co-Construct
  
• Coordinate ordering of fixtures, manage returns, and oversee shipments
  
• Update documentation in Co-Construct
  
• Prepare final paperwork for job closeout
  
• Arrange closing gifts for customers
  
• Collaborate with accounting to finalize client closings

Administrative Duties

• Order office supplies - office supplies, toner, paper, staples, Amazon purchases, Christmas gifts
• Answer the Phone - direct phone calls to appropriate party
• Set Up New Job Files - prepare color selection folders, organize office file folders, upload builder files to Buildertrend, ensure final permit-stamped plans are signed by customers before job start and uploaded to software 

Vendor & Subcontractor Work

• Collaborate with Accounting to onboard new vendors and subcontractors
• Ensure all required paperwork is completed accurately
• Confirm that new vendors and subcontractors understand the purchase order (PO) system
• Prepare vendor and subcontractor setup documentation in coordination with Accounting

Event Planning

• Subcontractor appreciation luncheon
• Customer/ client appreciation events
• Employee appreciation luncheon

Qualifications:

• 2-4 years' experience with Buildertrend
• 2-4 years administrative assistant or office manager experience
• Detail-oriented and organized
• Efficient
• Adept at follow-through
• Excellent communication skills
• Professional and courteous

Benefits:

• Health insurance - medical, dental, vision
• 401 (K)
• PTO

Posting Statement:

All qualified applicants will receive consideration for employment without regard to race, color, religion, religious creed, sex, national origin, ancestry, age, physical or mental disability, medical condition, genetic information, military and veteran status, marital status, pregnancy, gender, gender expression, gender identity, sexual orientation, or any other characteristic protected by local law, regulation, or ordinance.