Shop Administrative Assistant

Shop Administrative Assistant

Joseph J. Albanese, Inc. is seeking a Shop Administrative Assistant to join our Mechanics' Shop Department. This position is responsible for all administrative functions to support the Shop team. Voted "Best Places to Work" for the past 8 years in a row, JJA is a dynamic, fun environment with significant career opportunities to further grow and develop professionally.

Essential Duties & Responsibilities:

• Review, approve and export payroll weekly in HCSS/E360 and Fueler. Track and file time off requests.
• Track and maintain all DMV registrations, licenses, and applicable paperwork; responsible for DMV errands every Friday.
• Maintain DIR Inspection reports and purge after 90 days.
• Prepare weekly and monthly reports including but not limited to variance reports, oil statements, equipment rental fuel tracking reports, BIT and repair reports.
• Track, maintain and process payments all permits, compliance licenses, and registrations.
• Responsible for tracking smoke (opacity test report) and crane lift inspections.
• Maintain master vehicle list and update as needed as vehicles are purchased or sold.
• Order Vehicle stickers and monitor key inventory.
• Monitor and track Fastrak account including transponders and toll violations.
• Responsible for processing Maintenance Work Orders and submitting invoices through Vista for payment.
• Create and submit expense reports for the Shop employees as needed.
• Order and maintain office supplies for the Shop Department.
• Responsible for the department mail to and from the main office.

Note: These duties listed are meant to describe the general scope of the work. Other duties may be assigned based on business needs within the organization.

Qualifications:

• Minimum of a high school diploma or equivalent.
• 3-5 years of office administration experience.
• Computer proficiency with Microsoft Office (Word, Excel, Outlook) required.
• Experience with construction-related software is a plus.
• Excellent organizational skills, accuracy, and attention to detail.
• Ability to effectively multi-task under solid pressure and meet deadlines in a fast-paced environment.
• Excellent customer service with internal and external customers.
• DMV experience preferred.

Other:

• Ability to work overtime on an as needed basis.
• General work environment – sitting for long periods, standing, walking, typing, bending.
• Occasional lifting of up to 15 lbs.

Why Join JJA

Joseph J. Albanese is a family-owned construction business established and based in Santa Clara, California since 1955. With approximately 1000 employees the company has been instrumental in developing Silicon Valley by performing site / structural concrete, demo, grading, and paving for many of the outstanding projects in Northern California. Our core values of Safety, People, Quality, and Truth! JJA utilizes BIM and other cutting-edge technology to verify constructability and to communicate complex project geometries to field professionals. We offer competitive pay and benefits. See some of our highlighted projects on our website.

Joseph J. Albanese, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.