Administrative Assistant

Job Description

Job Description

Job Summary: 

As 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 Responsibilities:

• Review time, verifying that job number, phase, and cost codes are correct to ensure that jobs are properly billed
• Monitor and filter emails in order of urgency, ensuring that all issues are appropriately addressed within defined time frame
• Answer job status questions from internal and external customers
• Prepare and submit budget estimates, track cost, and monitor financial progress
• Ensure budgets reflect proper scope of work and correspond with appropriate proposal
• Forecast the progress of a job and communicate anticipated financial tracking with the PM
• Understand jobs scopes and break budgets out per phase
• Assist generating floor packages, process work orders, verify drawings are legible for machinist, print safety documents, and routers
• Understand customer PO’s, able to translate the data to complete a job number request
• Start job folders, and save all job-related correspondence, including the quote folder from the estimates drive
• Purchase job specific material, shop supplies, and work with vendors on expediting options as needed
• Update job notes to ensure reports are always current and update to date 
• Sort, scan, and organize shops safety and inspection reports
• Accurately handle PTO, track absences and vacation request, forwarding to the proper department
• Receive material per packing slips as delivered to the shop
• Troubleshoot any issues AP has with purchases for the machine shop
• Create pickup and shipping documentation, following up with transportation to ensure that all jobs are picked up and delivered on time
• Independently pull inventory jobs, transfer material, ship, and proceed to close
• Verify accuracy of billing data, revise any errors, and prepare for invoice
• Work with multiple departments to advance and close jobs
• Scan and save all job-related documents, using proper naming conventions in the correct folder on the appropriate shared drive
• Work with Project Manager on needed parts and deadlines for material
• Effectively process, escalate, and promptly follow up on rush orders
• Work with several vendors, to obtain price, lead, and datasheets
• Willing to learn and develop an understanding of machined components, and shop needs
• Maintain deliverables schedule, update, and notify Project Manager/Manager as required
• Other administrative tasks as assigned

 

Education:

• High School Diploma or GED is required.

 

Experience:

• 1+ years of experience in Office Administration role is required. 

 

Knowledge Skills & Abilities:

• Ability to prioritize work tasks in a high traffic environment 
• Skilled 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 Travel:

• Location is at 2730 Mine and Mill Road, Lakeland, FL, 33801

 

Work Environment:

• Corporate office environment
• This 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 Requirements:

Talk/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 -verify to learn more.