Administrative Assistant, Production

Description

Established in 1969, Cigarette Racing has innovative vision and legendary style. Cigarette boats are uniquely hand-crafted in the United States and known globally for power, comfort, and luxury. Our high-level execution and premium quality are second to none and we stay committed to building the finest powerboats and center consoles in the world.

We are seeking an Administrative Assistant who will provide administrative and organizational support to the Production Management and Sales teams. This position helps maintain efficient operations by coordinating meetings, preparing reports, tracking action items, organizing documentation, and supporting communication between departments.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced manufacturing environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Production Administrative Support

· Provide administrative support to the General Manager and Production Management team. 

· Assist with preparation and distribution of production reports, labor tracking, project updates, and departmental metrics. 

· Maintain organized production records, schedules, and operational documentation. 

· Coordinate meetings for Production leadership and distribute agendas, meeting minutes, and action items. 

· Track open production-related action items and follow up with department leaders to ensure completion. 

· Support scheduling coordination between Production, Engineering, Materials, and other departments. 

· Assist with data collection and reporting for weekly production meetings and management reviews. 

· Prepare presentations, spreadsheets, and reports related to production activities and performance. 

· Maintain department organization, document control, and filing systems. 

Sales Administrative Support

· Provide administrative support to the Sales team. 

· Maintain customer files, sales documentation, and project records. 

· Assist with preparing sales reports, customer presentations, proposals, and correspondence. 

· Coordinate internal meetings between Sales and Production regarding vessel status and customer requirements. 

· Track customer requests, follow-ups, and internal action items to support timely communication. 

· Assist with scheduling customer visits, factory tours, vessel inspections, and delivery meetings. 

· Maintain organized records of sales agreements, specifications, and related documentation. 

· Support special sales projects and administrative initiatives as assigned. 

Quality Control Administrative Support

· Provide administrative support to the Quality Control department. 

· Maintain quality inspection records, audit documentation, sea trial reports, and corrective action logs. 

· Assist with organizing and tracking quality-related documentation throughout the manufacturing process. 

· Coordinate Quality Control meetings and distribute meeting minutes and follow-up action items. 

· Track open quality concerns and corrective actions, providing status updates to leadership as needed. 

· Assist with compiling quality metrics, inspection results, and departmental reports. 

· Maintain organized filing systems for quality records and compliance documentation. 

· Support communication between Quality Control, Production, Engineering, and Service departments to ensure timely resolution of quality issues. 

Meeting Coordination & Action Item Management

· Attend meetings as requested and record detailed meeting minutes. 

· Prepare and distribute meeting summaries and action item logs. 

· Monitor and follow up on assigned action items to ensure accountability and timely completion. 

· Assist department leaders in maintaining priorities, schedules, and project organization. 

· Coordinate recurring departmental meetings and maintain meeting calendars. 

General Office & Administrative Support

· Prepare and maintain reports, spreadsheets, presentations, and correspondence. 

· Manage incoming communications and route information appropriately. 

· Maintain organized electronic and physical filing systems. 

· Order and manage office supplies and administrative resources. 

· Support cross-functional projects and company initiatives. 

· Perform other administrative duties as assigned to support business operations.

This list is not exhaustive, and responsibilities may be subject to adjustment based on the evolving needs of the business. 

Location: Onsite, Opa Locka

Employment Type: Full-Time (hourly/non-exempt) 

Schedule: Monday through Friday, 8:00 am - 4:30 pm, with occasional overtime or weekends

Requirements

• Proven prior administrative experience, preferably within a manufacturing or production environment.
• Experience supporting operations or production reporting is strongly preferred.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office (Excel reporting strongly preferred).
• High attention to detail and ability to manage multiple priorities.
• Excellent note-taking and follow-up skills.
• Strong written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.

WORKING CONDITIONS

• Primarily office-based within a manufacturing facility.
• Regular interaction with Production leadership and operational teams.
• Periodic interaction with vendors, inspectors, and regulatory agencies.
• May require flexibility during audit preparation or reporting deadlines.

PHYSICAL REQUIREMENTS:

· Ability to sit for extended periods while working at a computer and performing administrative tasks.

· Ability to stand and walk throughout the facility, including production areas, as needed.

· Ability to lift and carry office materials, files, or supplies up to 25 pounds.

· Ability to bend, reach, and stoop to retrieve files or materials.

· Manual dexterity to operate standard office equipment, including computers, printers, copiers, and telephones.

· Visual acuity to review documents, spreadsheets, reports, and compliance records.

· Ability to occasionally access production or warehouse areas, which may involve exposure to industrial noise, equipment, or varying temperatures.

· Ability to wear required personal protective equipment (PPE) when entering operational or production areas.

· Ability to travel locally, if required, for vendor meetings, inspections, or licensing matters.

This role is based in a boat manufacturing or repair facility. The work environment may involve exposure to chemicals and fumes, requiring the use of personal protective equipment (PPE).

Cigarette Holdings, LLC is an EEO Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, national origin, age, disability (physical or mental), family medical history, or genetic information, political affiliation, military service, or other non-merit-based factors.

A conditional offer of employment will be contingent upon the successful completion of a drug test and background check, consistent with applicable federal, state, and local laws.