Production Administrator

Job Description

Job Description

Production Administrator

The Third Estimate is growing, and we are looking for a highly organized and detail-oriented Production Administrator to support our Production and Operations teams.

The Production Administrator plays a critical role in keeping daily operations running smoothly by coordinating schedules, tracking project progress, maintaining accurate documentation, and ensuring strong communication between departments. This position will also assist with operational reporting, tracking key performance data, and providing leadership with accurate information to support business decisions.

The ideal candidate is someone who enjoys staying organized, solving problems, working with data, and helping a fast-paced team stay on track.

What You’ll Do

• Coordinate daily production and operational tasks across departments.
• Schedule field crews, technicians, and service appointments.
• Maintain project calendars and track job progress from start to completion.
• Update and maintain accurate information within CRM systems.
• Monitor project statuses, timelines, and outstanding tasks.
• Prepare daily, weekly, and monthly operational reports.
• Pull, organize, and analyze production data and key performance metrics.
• Create spreadsheets, presentations, and reports as needed.
• Assist with material coordination, order processing, and vendor delivery tracking.
• Prepare, submit, and track permit applications while coordinating with local municipalities to ensure required permits are obtained and documented.
• Maintain organized digital and physical project documentation.
• Communicate with Production, Sales, Customer Service, and other teams regarding project updates and next steps.
• Assist leadership with reporting, meeting preparation, and operational planning.
• Track departmental KPIs, team metrics, and workflow updates.
• Ensure CRM records, project notes, and system updates are accurate and completed on time.
• Assist with invoice matching and job costing tasks as needed.
• Draft and edit letters, reports, and other business documents.
• Enter and maintain information in databases and spreadsheets.
• Coordinate meetings and company events, including setup and catering when needed.
• Research, compile, and summarize information for reports or presentations.
• Handle confidential information with professionalism and discretion.
• Adapt to changing priorities while ensuring deadlines are met.
• Provide administrative support to team members and leadership as needed.
• Perform additional duties as assigned.

What We’re Looking For

• Minimum 2 years of administrative experience, preferably in operations, construction, project coordination, scheduling, or a related field.
• High School Diploma or GED required.
• Strong Microsoft Office skills, including Excel, Outlook, and data entry.
• Experience working with CRM systems preferred (Salesforce experience is a plus).
• Ability to manage calendars, schedules, and multiple priorities.
• Strong attention to detail and organizational skills.
• Ability to track information accurately and follow through on open tasks.
• Excellent written and verbal communication skills.
• Ability to work independently while supporting a team environment.
• Dependable, punctual, and able to maintain regular attendance.
• Comfortable working in a fast-paced environment with changing priorities.
• Must be able to successfully complete a background check.

Why Join The Third Estimate?

• Established and growing company with nearly 30 years in business.
• Supportive and team-oriented work environment.
• Opportunity to work closely with leadership and multiple departments.
• Hands-on role where your organization and problem-solving skills directly impact company success.
• Growth opportunities as the company continues expanding.

If you are a motivated, detail-oriented professional who enjoys keeping projects organized, supporting teams, and keeping operations moving forward, we would love to hear from you.

Apply today and join The Third Estimate team!