Shop Administrative Assistant

Job Description

This position will assist the shop manager and maintenance staff and be the primary point of contact for the shop. The primary responsibilities will be supporting equipment maintenance, inventory, tracking, reporting, issuing purchase orders, assigned keys and inventory numbers, and answering and directing communications and inter-office communications with the main office.

General Requirements

• Must be 18 years or older to work in the field. Must be 21 years or older to operate equipment or be a company driver.
• Must be authorized to work in the United States.
• Must be able to work in all types of weather and conditions which may include, rain, heat, cold, mud, dirt, dust, humidity, loud environments, and extreme temperatures.
• Must wear closed-toe shoes in the shop area and use other personal protective equipment as required.
• Must be able to follow verbal and written instructions in English.
• Must be able to work some evenings, weekends, and overtime when required.
• Must be able to perform physical demands which may include but are not limited to standing for long periods, sitting for long periods, climbing, stooping, bending, twisting, kneeling, and lifting heavy items occasionally.
• Must have good phone etiquette, as this person will be the primary point of contact at the shop.
• Must be safety conscious and aware of your surroundings.
• Must be able to pass a pre-employment drug test and ongoing random quarterly testing.
• Some positions require background checks and clean driving records (as specified).
• All new hires will be on a 90-day probationary period.

Specific Requirements

• Must have a clear driving history, background, and credit history for this position.
• Issue purchase orders.
• Track fuel usage and enter data for reporting.
• Generate weekly reports for non-working equipment.
• Perform data entry for fuel, work order, purchase orders, mileage reports for equipment, inspection reports, assignments, insurance, and other reporting as needed.
• Aid payroll with accurate timekeeping information, including equipment numbers and coding maintained at the shop.
• Aid payroll with transferring and receiving information between the offices.
• Schedule services for equipment, track hours and mileage at month-end reporting, log data and prepare for upcoming service needed.
• Code invoices for parts received and verify that coding is correct on paperwork.
• Receive shipments, ordered parts, follow up on incorrect shipments and correct orders when necessary.
• Enter data into spreadsheets from work orders from mechanics and welders. Review field inspection sheets, and notify appropriate managers of issues with equipment as they arise.
• Aid with tracking equipment, including rentals, and move logs and requests. Email this rental spreadsheet to the VP of Construction weekly.
• Issue assigned keys and send related information to HR for filing.
• Order supplies as needed.
• Issue recall notifications
• Track and update sold equipment in the system and remove from the equipment listing.
• Manage the destruction and purging of equipment maintenance retention logs according to the retention schedules.
• Look up part numbers and previous repair history as needed.
• Act as point of contact for the shop, receive incoming calls, packages, guests, vendors on site. This may include keeping the lobby presentable.
• Receive and issue correspondence between the main office and the shop.
• Perform other duties as assigned.

Typical Hours

Hours may vary but typical construction is 6:30 am-4:00 pm

Benefits

• Medical, dental, vision and life insurance
• EAP
• 401(k) with company match and profit sharing
• Vacation and holidays
• Safety bonus awards