Administrative Assistant

Shop Administrative AssistantAs a Shop Administrative Assistant, you will support a fast-paced machine shop. Effectively guiding jobs from start to finish, working with a team to monitor the financial and physical progress.Key ResponsibilitiesReview time, verifying that job number, phase, and cost codes are correct to ensure that jobs are properly billedMonitor and filter emails in order of urgency, ensuring that all issues are appropriately addressed within defined time frameAnswer job status questions from internal and external customersPrepare and submit budget estimates, track cost, and monitor financial progressEnsure budgets reflect proper scope of work and correspond with appropriate proposalForecast the progress of a job and communicate anticipated financial tracking with the PMUnderstand jobs scopes and break budgets out per phaseAssist generating floor packages, process work orders, verify drawings are legible for machinist, print safety documents, and routersUnderstand customer PO's, able to translate the data to complete a job number requestStart job folders, and save all job-related correspondence, including the quote folder from the estimates drivePurchase job specific material, shop supplies, and work with vendors on expediting options as neededUpdate job notes to ensure reports are always current and update to dateSort, scan, and organize shops safety and inspection reportsAccurately handle PTO, track absences and vacation request, forwarding to the proper departmentReceive material per packing slips as delivered to the shopTroubleshoot any issues AP has with purchases for the machine shopCreate pickup and shipping documentation, following up with transportation to ensure that all jobs are picked up and delivered on timeIndependently pull inventory jobs, transfer material, ship, and proceed to closeVerify accuracy of billing data, revise any errors, and prepare for invoiceWork with multiple departments to advance and close jobsScan and save all job-related documents, using proper naming conventions in the correct folder on the appropriate shared driveWork with Project Manager on needed parts and deadlines for materialEffectively process, escalate, and promptly follow up on rush ordersWork with several vendors, to obtain price, lead, and datasheetsWilling to learn and develop an understanding of machined components, and shop needsMaintain deliverables schedule, update, and notify Project Manager/Manager as requiredOther administrative tasks as assignedEducationHigh School Diploma or GED is required.Experience1+ years of experience in Office Administration role is required.Knowledge Skills & AbilitiesAbility to prioritize work tasks in a high traffic environmentSkilled at remaining receptive to multiple personalities, and job approaches, while working cross functionally to obtain common goals.Excellent Time Management and Organizational skills. Developing goals and plans to prioritize, organize, and accomplish your work.Strong sense of urgency and ability to prioritize a high volume of shop needs.Proficiency with Outlook, Excel and Word.Strong communication skills required. Communicating clearly via phone, in written form, e-mail, or in-person.Excellent Attention to Detail - being careful about detail and thorough in completing tasks.Must be a cooperative team player - displaying a good-natured, cooperative attitude.This position has access to sensitive information. Must always be honest and ethical and always operate with a high level of integrity. Must recognize the importance of confidentiality and maintain confidential information, without exception.Work Location and TravelLocation is at 2730 Mine and Mill Road, Lakeland, FL, 33801Work EnvironmentCorporate office environmentThis is a full-time position. Days and Hours of work are Monday through Friday, 8 am to 5 pm. Must be willing and able to work overtime - nights, weekends and holidays, when necessary.Mid-State maintains a firm commitment in providing a safe and healthy work environment for its employees and quality services to its clients. Mid-State is a drug-free workplace. Must be able to pass a post-offer / pre-placement drug screen and job-related employment physicals. Must also submit to a post-offer / pre-employment background check that verifies criminal history.Physical RequirementsTalk/Hear: Must be able to communicate effectively with colleagues, clients, and vendors, and to coordinate and manage office tasks and schedules. This includes both verbal communication in person and over the phone.Stand/Sit: This is primarily a sedentary role, requiring the employee to sit for tasks such as typing and managing documents. Occasionally, the employee will need to stand for meetings, client interactions, or to access various office resources.Walk: Occasionally required to walk to move between different office areas, deliver documents, and interact with colleagues or clients.Use hands/fingers to handle or feel: Frequently required to use hands and fingers to handle documents, operate office equipment, and manage correspondence and data entry tasks. Climb: Not typically required for this role.Stoop, kneel, crouch or crawl: Occasionally required to stoop, kneel, or crouch to access lower storage areas, retrieve files from shelves, or handle equipment located in lower positions.See: Specific vision abilities to review and process documents, manage schedules, and ensure accuracy in data entry and correspondence.Carry, weight, Lift: Must be able to occasionally lift or move objects up to 10 pounds, to transport files, office supplies, or equipment necessary for their duties.Exposure to work: Primarily works in an office or shop environment with minimal exposure to adverse conditions. Occasionally, the role may involve exposure to noise, equipment operation, or other typical shop environment factors.Must be legally authorized to work in the United States.Mid-State participates in E-Verify. Go to to learn more.