Production Administrator

Description

The Production Administrator is responsible for providing administrative, financial, and operational support to the production department to ensure projects move efficiently from sale through completion. This role supports production managers, sales teams, and homeowners by coordinating communication, assisting with payment processing and collections, managing customer accounts, and helping keep production operations organized and on track.

The ideal candidate is highly organized, detail-oriented, comfortable communicating with homeowners, and able to balance administrative responsibilities with hands-on support of daily production needs.

Key Responsibilities

Production Support & Administration

• Provide day-to-day administrative support to the production department and production management team.
• Communicate with homeowners throughout the production process regarding project updates, scheduling, documentation, and outstanding needs.
• Make outbound calls to homeowners to provide updates, answer questions, confirm information, and help keep projects moving forward.
• Assist with coordinating production schedules, appointments, inspections, and project-related activities.
• Track project progress and follow up with internal teams to ensure outstanding items are addressed.
• Maintain accurate and organized customer files, project records, and production documentation.
• Assist production managers with various administrative tasks and special projects as needed.
• Serve as a point of contact between homeowners, sales representatives, production teams, and other internal departments.

Accounts Receivable & Collections

• Monitor customer accounts and follow up on outstanding balances and overdue payments.
• Contact homeowners regarding outstanding payments through phone calls, emails, and written correspondence.
• Process and coordinate customer payments, including making deposits and ensuring payments are properly documented.
• Assist with collecting final payments and resolving outstanding account balances.
• Research and resolve payment discrepancies, billing questions, and customer concerns.
• Maintain detailed records of collection activities, payment status, and customer communications.
• Apply customer payments and assist with account reconciliations to ensure accuracy.
• Monitor accounts receivable aging reports and communicate collection concerns to management.
• Work closely with sales, production, and accounting teams to ensure timely payment collection.

General Administrative Responsibilities

• Prepare, process, and maintain invoices, payment records, and other financial documentation.
• Generate reports related to production activity, customer accounts, and outstanding balances.
• Assist with month-end reporting and account reconciliation activities as needed.
• Identify opportunities to improve administrative processes and overall department efficiency.
• Handle sensitive customer and financial information with professionalism and discretion.
• Perform additional duties as assigned to support the needs of the production department.

Required Qualifications

• High school diploma or equivalent required; Associate's degree in Business, Accounting, or a related field preferred.
• 2+ years of experience in administrative support, accounts receivable, collections, customer service, or a related role.
• Previous experience communicating with customers or homeowners in a professional setting.
• Strong verbal and written communication skills, including the ability to make outbound calls and follow up on outstanding payments.
• Basic understanding of accounts receivable, payment processing, and collection practices.
• Proficiency in Microsoft Office, particularly Excel, and the ability to learn internal software and systems.
• Excellent organizational skills and attention to detail.
• Ability to prioritize multiple responsibilities and manage competing deadlines.
• Strong problem-solving skills and the ability to handle customer concerns professionally.
• Ability to work independently while supporting a collaborative team environment.

Preferred Qualifications

• Experience in roofing, construction, restoration, or a related home services industry.
• Familiarity with production workflows, project coordination, and homeowner communication.
• Experience with payment processing, making bank deposits, and collections.
• Experience working with CRM, project management, or accounting software.