Shop Administrator

Application Instructions

Fehn Companies is a family owned and operated, gravel and excavation company established over 50 years ago. Fehn's office is located in Albertville, Minnesota and they service the Twin Cities Metro area. Fehn Companies is dedicated to a culture of safety and operates under the company's core values while completing projects for clients in the community.

Position Description

Summary

The Shop Administrator is responsible for supporting the administrative and operational functions of the shop. This includes managing equipment inventory, tracking maintenance schedules, maintaining records, coordinating with field teams, and ensuring that all project needs are met. The role is essential for ensuring smooth operations, timely procurement, and organization within the shop.

Essential Duties and Responsibilities

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.

1. Work Order and Documentation Management

• Create, process, and close work orders for equipment maintenance and repairs.
• Maintain accurate records of parts used, labor hours, and service details.
• Ensure compliance with company documentation standards and audit requirements.

2. Parts and Inventory Coordination

• Order, receive, track parts and shop supplies to support repair and maintenance operations.
• Monitor inventory levels and coordinate with vendors to prevent shortages or delays.
• Maintain accurate inventory records and conduct regular cycle counts.

3. Administrative and Office Support

• Answer phones, respond to emails, and manage incoming service requests or work order inquiries.
• Maintain organized filing systems-both digital and physical-for service records, inspection reports, and parts invoices.
• Prepare reports, spreadsheets, or logs as required by management.

4. Communication and Coordination

• Act as a liaison between the shop, vendors, and management.
• Communicate parts availability, job status, and urgent needs to appropriate personnel.
• Support warranty claims and core returns by gathering and submitting required documentation.

Position Requirements

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Individuals must have experience with performing labor-intensive work safely and efficiently. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• The ability to work in a team-centered atmosphere and engaged in the work that is being performed.
• The ability to multitask and prioritize in a fast-paced environment.
• The ability to solve problems and pay close attention to detail.
• Willingness to attend training as necessary or required by management.

Safety

• Follow Fehn Companies AWAIR program and OSHA guidelines

Education and/or Experience

High school diploma or equivalent (preferred)

Language Skills

Ability to read and interpret documents such as production orders and material order forms. Ability to communicate effectively with managers and other employees of the Organization.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. The ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand and walk. The employee frequently is required to sit; use hands to finger, handle, or touch objects, tools, or controls; and talk or hear. The employee must frequently lift and/or move 50lbs or greater.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions; moving mechanical parts; outside weather conditions and rough vibration.

Equal Opportunity Employer

Fehn Companies, Inc. prohibits discrimination against any applicant or employee on the grounds of sex, race, color, age, religion, creed, national origin, marital status, status concerning public assistance, disability, sexual orientation, or any other legally protected status. This policy extends to recruiting and hiring working conditions, training programs, advancements, promotions, compensation, and all other terms, conditions, and privileges of employment.