Operations Administrative Assistant
for headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. The posting includes Position Summary (which could be About the role). Essential Job Duties And Responsibilities (Responsibilities). Minimum Qualifications (Experience, Skills, And Education) includes qualifications, skills, education. Also Physical Requirements And Working Conditions maybe not a standard heading; could be part of Requirements? Not in list. Additional Requirements maybe also part of Requirements. There's no explicit Benefits, Pay, Schedule. So we should not create those sections.
We need to avoid repeating job title as heading. Use for each section we include.
We need to use - for any list of duties/requirements/benefits, and
for prose.
We need to preserve all substantive information, not invent or summarize away detail. Remove boilerplate: cookie/navigation/legal/EEO etc. There's none.
We need to format content accordingly.
Let's parse the posting:
Position Summary paragraph: "The Operations Administrative Assistant performs multiple and varying tasks in support of general warehouse, crating, and operational areas. The Ops Admin Assistant may help support sales or accounting functions as necessary for regional office needs, including collections, assisting with job quotes and booked jobs, and pending/ongoing projects. Some office support, such as answering or responding to customer or vendor inquiries, record-keeping, and information dissemination may also be necessary."
That's prose for About the role.
Essential Job Duties And Responsibilities: a long list of duties separated by periods. We need to turn each duty into list items
- . Probably each sentence is a duty. We'll need to split.
Let's extract duties:
- Assist or complete job-related quotes requiring immediate attention while salespeople are in the field or otherwise unavailable.
- Perform collection duties and document all collection related communication.
- Obtain purchase orders and ensure vendor receipt of same, and other necessary closing transactions.
- Generate daily paperwork, such as work orders, purchase orders, etc., and ensure that all pertinent information is noted, and all necessary documents are attached.
- Communicating with customers as requested regarding change orders, storage confirmations, new customer information packets, etc.
- Coordinate sales order requirements (equipment, customer, labor) and communications with dispatch for digital job board.
- Coordinate with site safety professionals to organize and manage safety certification training & compliance.
- Administers the job packet process from collection of job packet documents through preparing packets for final review and submission to accounting admin. for customer invoicing.
- Create, update, and maintain documents and spreadsheets related to customers, project costs and special projects.
- Interact with customers, drivers, vendors, auditors, and visitors in a manner that is consistent with MEI’s values.
- Research and collaborate with regional operations team to build awareness and understanding of customer needs and expectations to aid in delivering the highest level of quality service.
- Utilize customer service approach to communicate and follow up with customers regarding final confirmation or coordination of job site work by making pre-calls the prior day to being onsite as well as job completion courtesy calls.
- Provide backup for incoming phone calls or assisting walk-in customers as needed.
- Capture job utilization information from dispatch and operations team in sale scheduling software; assist in scheduling equipment and labor; enter/reconcile hours (including overtime) to time and attendance systems (ADP) hours daily.
- Warehouse data entry of incoming/outgoing truckloads for storage into company data portal and Excel.
- Maintenance of storage logs and filing.
- Compile & organize crating and warehouse handling packets, daily workorder time slips, and Bill of Lading (BOL’s) for Sales Admin team to invoice customers.
- Assist with monthly storage and inventory reporting.
- Identify work order discrepancies and communicate with appropriate stakeholders for resolution.
- Facilitate master tracking of open jobs and customer information to be used for forecasting and communications.
- Coordinate and track the vetting and badging of employees for site access per customer and job requirements.
- Utilize analytical skills to track procurement and distribute information for operational needs.
- Perform all other duties as necessary and assigned.
We need to keep all.
Minimum Qualifications (Experience, Skills, And Education): list:
- HS Diploma or GED equivalent necessary; higher education (associate degree) strongly preferred.
- Two (2) years of experience in fast paced construction industry environment preferred.
- Possessing experience with fleet services or DOT.
- A minimum of 2 years’ experience working in Microsoft Office Suite to include Word, Excel, Outlook and PowerPoint
- Excellent written and oral communication skills; strong interpersonal skills and ability to build positive relations with internal and external stakeholders, and all levels of staff.
- Excellent organizational skills, is detailed oriented and has superior time management skills; able to work independently or with minimal supervision.
- Effectively able to maintain discretion and confidentiality of employee and customer information as appropriate.
- Ability to multi-task and process multiple activities successfully
- Demonstrated ability to work under deadlines and time frames effectively with a customer service demeanor.
- HazMat regulation knowledge and working experience strongly preferred.
- TSA certification or ability to pass TSA Background check required.
- Problem Solving aptitude required.
- Valid driver’s license or the ability to attain.
We need to treat these as list items under Requirements? The spec says we have sections: Requirements, Qualifications, Skills, Benefits, Pay, Schedule. The posting lumps experience, skills, education under Minimum Qualifications. We could split into Qualifications (education/experience) and Skills (specific skills). But we need to follow instruction: "Prefer a few substantive sections over many thin ones." So maybe we combine into one section "Requirements" that includes qualifications, skills, etc. Or we could have "Qualifications" and "Skills". But we need to decide based on content.
The posting includes "Minimum Qualifications (Experience, Skills, And Education)". That heading suggests it's a combined section. We could map that to
Requirements
or Qualifications
. The spec says we can use those headings. Which is more appropriate? Since it's qualifications, we could use Qualifications
. But also includes skills. However we have no separate Skills section elsewhere. Could combine into Qualifications.
We also have Physical Requirements And Working Conditions and Additional Requirements. Those could be part of Requirements as well (maybe under a sublist). But we could incorporate them into Requirements as additional items.
We need to preserve all substantive info. So we should include those as list items under Requirements as well.
Physical Requirements And Working Conditions paragraph: "Work is typically performed in a normal, climate-controlled environment involving frequent use of hands / arms and manual dexterity. Extended periods of seated work using a computer, telephone, and standard office equipment. The Operations Administrative Assistant may stand or walk as needed. Occasional exposure to normal warehouse environment including accessing low-lit areas. Will periodically work outdoors with exposure to inclement weather and uneven terrain."
That's prose, not a list. Could be a under Requirements.
Additional Requirements: "Must be able to work in a high functioning team environment. Display the highest levels of honesty, integrity, and professionalism. Take pride in your work and in the company. Communicate openly and strive for peak performance in daily tasks. Know and deliver the quality service MEI’s customers have come to expect."
That's also prose.
Disclaimer: we should remove boilerplate like Disclaimer? It's not cookie/navigation/legal/EEO etc. It's a disclaimer about job description. Might be considered boilerplate but it's part of job description. The instruction: "Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions." Disclaimer is not exactly those categories, but could be considered legal boilerplate. Safer to remove it? It's a standard disclaimer about job description changes. Might be considered legal. I'd remove it to be safe.
Thus final HTML: sections: About the role (
About the role
with containing position summary). Responsibilities (
Responsibilities
with - ... each duty). Qualifications (
Qualifications
with - ... each qualification/skill) plus maybe a
for physical requirements and additional requirements? But those are not lists; they'd be prose. Could add
after the list.
But we need to avoid creating sections with filler. We have content for each.
Let's craft.
We'll output:
About the role
The Operations Administrative Assistant performs multiple and varying tasks in support of general warehouse, crating, and operational areas. The Ops Admin Assistant may help support sales or accounting functions as necessary for regional office needs, including collections, assisting with job quotes and booked jobs, and pending/ongoing projects. Some office support, such as answering or responding to customer or vendor inquiries, record-keeping, and information dissemination may also be necessary.
Responsibilities
- Assist or complete job-related quotes requiring immediate attention while salespeople are in the field or otherwise unavailable.
- Perform collection duties and document all collection related communication.
- Obtain purchase orders and ensure vendor receipt of same, and other necessary closing transactions.
- Generate daily paperwork, such as work orders, purchase orders, etc., and ensure that all pertinent information is noted, and all necessary documents are attached.
- Communicating with customers as requested regarding change orders, storage confirmations, new customer information packets, etc.
- Coordinate sales order requirements (equipment, customer, labor) and communications with dispatch for digital job board.
- Coordinate with site safety professionals to organize and manage safety certification training & compliance.
- Administers the job packet process from collection of job packet documents through preparing packets for final review and submission to accounting admin. for customer invoicing.
- Create, update, and maintain documents and spreadsheets related to customers, project costs and special projects.
- Interact with customers, drivers, vendors, auditors, and visitors in a manner that is consistent with MEI’s values.
- Research and collaborate with regional operations team to build awareness and understanding of customer needs and expectations to aid in delivering the highest level of quality service.
- Utilize customer service approach to communicate and follow up with customers regarding final confirmation or coordination of job site work by making pre-calls the prior day to being onsite as well as job completion courtesy calls.
- Provide backup for incoming phone calls or assisting walk-in customers as needed.
- Capture job utilization information from dispatch and operations team in sale scheduling software; assist in scheduling equipment and labor; enter/reconcile hours (including overtime) to time and attendance systems (ADP) hours daily.
- Warehouse data entry of incoming/outgoing truckloads for storage into company data portal and Excel.
- Maintenance of storage logs and filing.
- Compile & organize crating and warehouse handling packets, daily workorder time slips, and Bill of Lading (BOL’s) for Sales Admin team to invoice customers.
- Assist with monthly storage and inventory reporting.
- Identify work order discrepancies and communicate with appropriate stakeholders for resolution.
- Facilitate master tracking of open jobs and customer information to be used for forecasting and communications.
- Coordinate and track the vetting and badging of employees for site access per customer and job requirements.
- Utilize analytical skills to track procurement and distribute information for operational needs.
- Perform all other duties as necessary and assigned.
Qualifications
- HS Diploma or GED equivalent necessary; higher education (associate degree) strongly preferred.
- Two (2) years of experience in fast paced construction industry environment preferred.
- Possessing experience with fleet services or DOT.
- for any list of duties/requirements/benefits, and
for prose. We need to preserve all substantive information, not invent or summarize away detail. Remove boilerplate: cookie/navigation/legal/EEO etc. There's none. We need to format content accordingly. Let's parse the posting: Position Summary paragraph: "The Operations Administrative Assistant performs multiple and varying tasks in support of general warehouse, crating, and operational areas. The Ops Admin Assistant may help support sales or accounting functions as necessary for regional office needs, including collections, assisting with job quotes and booked jobs, and pending/ongoing projects. Some office support, such as answering or responding to customer or vendor inquiries, record-keeping, and information dissemination may also be necessary." That's prose for About the role. Essential Job Duties And Responsibilities: a long list of duties separated by periods. We need to turn each duty into list items
- . Probably each sentence is a duty. We'll need to split.
Let's extract duties:
- Assist or complete job-related quotes requiring immediate attention while salespeople are in the field or otherwise unavailable.
- Perform collection duties and document all collection related communication.
- Obtain purchase orders and ensure vendor receipt of same, and other necessary closing transactions.
- Generate daily paperwork, such as work orders, purchase orders, etc., and ensure that all pertinent information is noted, and all necessary documents are attached.
- Communicating with customers as requested regarding change orders, storage confirmations, new customer information packets, etc.
- Coordinate sales order requirements (equipment, customer, labor) and communications with dispatch for digital job board.
- Coordinate with site safety professionals to organize and manage safety certification training & compliance.
- Administers the job packet process from collection of job packet documents through preparing packets for final review and submission to accounting admin. for customer invoicing.
- Create, update, and maintain documents and spreadsheets related to customers, project costs and special projects.
- Interact with customers, drivers, vendors, auditors, and visitors in a manner that is consistent with MEI’s values.
- Research and collaborate with regional operations team to build awareness and understanding of customer needs and expectations to aid in delivering the highest level of quality service.
- Utilize customer service approach to communicate and follow up with customers regarding final confirmation or coordination of job site work by making pre-calls the prior day to being onsite as well as job completion courtesy calls.
- Provide backup for incoming phone calls or assisting walk-in customers as needed.
- Capture job utilization information from dispatch and operations team in sale scheduling software; assist in scheduling equipment and labor; enter/reconcile hours (including overtime) to time and attendance systems (ADP) hours daily.
- Warehouse data entry of incoming/outgoing truckloads for storage into company data portal and Excel.
- Maintenance of storage logs and filing.
- Compile & organize crating and warehouse handling packets, daily workorder time slips, and Bill of Lading (BOL’s) for Sales Admin team to invoice customers.
- Assist with monthly storage and inventory reporting.
- Identify work order discrepancies and communicate with appropriate stakeholders for resolution.
- Facilitate master tracking of open jobs and customer information to be used for forecasting and communications.
- Coordinate and track the vetting and badging of employees for site access per customer and job requirements.
- Utilize analytical skills to track procurement and distribute information for operational needs.
- Perform all other duties as necessary and assigned.
We need to keep all.
Minimum Qualifications (Experience, Skills, And Education): list:
- HS Diploma or GED equivalent necessary; higher education (associate degree) strongly preferred.
- Two (2) years of experience in fast paced construction industry environment preferred.
- Possessing experience with fleet services or DOT.
- A minimum of 2 years’ experience working in Microsoft Office Suite to include Word, Excel, Outlook and PowerPoint
- Excellent written and oral communication skills; strong interpersonal skills and ability to build positive relations with internal and external stakeholders, and all levels of staff.
- Excellent organizational skills, is detailed oriented and has superior time management skills; able to work independently or with minimal supervision.
- Effectively able to maintain discretion and confidentiality of employee and customer information as appropriate.
- Ability to multi-task and process multiple activities successfully
- Demonstrated ability to work under deadlines and time frames effectively with a customer service demeanor.
- HazMat regulation knowledge and working experience strongly preferred.
- TSA certification or ability to pass TSA Background check required.
- Problem Solving aptitude required.
- Valid driver’s license or the ability to attain.
We need to treat these as list items under Requirements? The spec says we have sections: Requirements, Qualifications, Skills, Benefits, Pay, Schedule. The posting lumps experience, skills, education under Minimum Qualifications. We could split into Qualifications (education/experience) and Skills (specific skills). But we need to follow instruction: "Prefer a few substantive sections over many thin ones." So maybe we combine into one section "Requirements" that includes qualifications, skills, etc. Or we could have "Qualifications" and "Skills". But we need to decide based on content.
The posting includes "Minimum Qualifications (Experience, Skills, And Education)". That heading suggests it's a combined section. We could map that to
Requirements
orQualifications
. The spec says we can use those headings. Which is more appropriate? Since it's qualifications, we could useQualifications
. But also includes skills. However we have no separate Skills section elsewhere. Could combine into Qualifications. We also have Physical Requirements And Working Conditions and Additional Requirements. Those could be part of Requirements as well (maybe under a sublist). But we could incorporate them into Requirements as additional items. We need to preserve all substantive info. So we should include those as list items under Requirements as well. Physical Requirements And Working Conditions paragraph: "Work is typically performed in a normal, climate-controlled environment involving frequent use of hands / arms and manual dexterity. Extended periods of seated work using a computer, telephone, and standard office equipment. The Operations Administrative Assistant may stand or walk as needed. Occasional exposure to normal warehouse environment including accessing low-lit areas. Will periodically work outdoors with exposure to inclement weather and uneven terrain." That's prose, not a list. Could be aunder Requirements. Additional Requirements: "Must be able to work in a high functioning team environment. Display the highest levels of honesty, integrity, and professionalism. Take pride in your work and in the company. Communicate openly and strive for peak performance in daily tasks. Know and deliver the quality service MEI’s customers have come to expect." That's also prose. Disclaimer: we should remove boilerplate like Disclaimer? It's not cookie/navigation/legal/EEO etc. It's a disclaimer about job description. Might be considered boilerplate but it's part of job description. The instruction: "Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions." Disclaimer is not exactly those categories, but could be considered legal boilerplate. Safer to remove it? It's a standard disclaimer about job description changes. Might be considered legal. I'd remove it to be safe. Thus final HTML: sections: About the role (
About the role
withcontaining position summary). Responsibilities (
Responsibilities
with- ... each duty). Qualifications (
Qualifications
with- ... each qualification/skill) plus maybe a
for physical requirements and additional requirements? But those are not lists; they'd be prose. Could add
after the list. But we need to avoid creating sections with filler. We have content for each. Let's craft. We'll output:
About the role
The Operations Administrative Assistant performs multiple and varying tasks in support of general warehouse, crating, and operational areas. The Ops Admin Assistant may help support sales or accounting functions as necessary for regional office needs, including collections, assisting with job quotes and booked jobs, and pending/ongoing projects. Some office support, such as answering or responding to customer or vendor inquiries, record-keeping, and information dissemination may also be necessary.
Responsibilities
- Assist or complete job-related quotes requiring immediate attention while salespeople are in the field or otherwise unavailable.
- Perform collection duties and document all collection related communication.
- Obtain purchase orders and ensure vendor receipt of same, and other necessary closing transactions.
- Generate daily paperwork, such as work orders, purchase orders, etc., and ensure that all pertinent information is noted, and all necessary documents are attached.
- Communicating with customers as requested regarding change orders, storage confirmations, new customer information packets, etc.
- Coordinate sales order requirements (equipment, customer, labor) and communications with dispatch for digital job board.
- Coordinate with site safety professionals to organize and manage safety certification training & compliance.
- Administers the job packet process from collection of job packet documents through preparing packets for final review and submission to accounting admin. for customer invoicing.
- Create, update, and maintain documents and spreadsheets related to customers, project costs and special projects.
- Interact with customers, drivers, vendors, auditors, and visitors in a manner that is consistent with MEI’s values.
- Research and collaborate with regional operations team to build awareness and understanding of customer needs and expectations to aid in delivering the highest level of quality service.
- Utilize customer service approach to communicate and follow up with customers regarding final confirmation or coordination of job site work by making pre-calls the prior day to being onsite as well as job completion courtesy calls.
- Provide backup for incoming phone calls or assisting walk-in customers as needed.
- Capture job utilization information from dispatch and operations team in sale scheduling software; assist in scheduling equipment and labor; enter/reconcile hours (including overtime) to time and attendance systems (ADP) hours daily.
- Warehouse data entry of incoming/outgoing truckloads for storage into company data portal and Excel.
- Maintenance of storage logs and filing.
- Compile & organize crating and warehouse handling packets, daily workorder time slips, and Bill of Lading (BOL’s) for Sales Admin team to invoice customers.
- Assist with monthly storage and inventory reporting.
- Identify work order discrepancies and communicate with appropriate stakeholders for resolution.
- Facilitate master tracking of open jobs and customer information to be used for forecasting and communications.
- Coordinate and track the vetting and badging of employees for site access per customer and job requirements.
- Utilize analytical skills to track procurement and distribute information for operational needs.
- Perform all other duties as necessary and assigned.
Qualifications
- HS Diploma or GED equivalent necessary; higher education (associate degree) strongly preferred.
- Two (2) years of experience in fast paced construction industry environment preferred.
- Possessing experience with fleet services or DOT.
- ... each qualification/skill) plus maybe a
- ... each duty). Qualifications (