As the shop services Administrative Assistant, your primary goal is the support the needs of a fast-paced shop, while maintaining flexibility, and making sure all jobs efficiently progress through the shop and internal system.
Essential Duties
Review time, verifying that job number, phase, and cost codes are correct to ensure that jobs are properly billed
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 customer PO’s, able to translate the data to complete a job number request
Purchase job specific material, shop supplies, and work with vendors on expediting options as needed
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 several vendors, to obtain: price, lead, and datasheets
Manage departmental quoting and purchasing requirements for multiple repair shops.
Work with Project Managers on needed parts and deadlines for material.
Willing to learn and develop an understanding of mechanical components, to know when an interchange is an option.
Handle RFQ’s (request for quote) for several repair shops, upon return of vendor quote, format RFQ for job folder and return to PM.
Maintain deliverables schedule, update, and notify Project Manager/Manager as required.
Skills & Qualifications
High School Diploma or GED, with 1+ years of experience in Office Administration role, is required.
Excellent Time Management and Organizational skills. Managing one's own time and the time of others. 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.
Must be an Active Learner - understanding the implications of new information for both current and future problem-solving and decision-making.
Above average 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.
Dependability - job requires someone who is reliable, responsible, and fulfills obligations.
This position has access to sensitive information. Must always be honest and ethical and operate at all times with a high-level of integrity. Must recognize the importance of confidentiality and maintain confidential information, without exception.
Benefits:
Medical, Dental & Vision Insurance, Life and AD&D Insurance, Disability Insurance, 401(k), Vacation, Holiday pay, and an Employee Assistance Program.
Numbers & Facts
Location
Lakeland, FL
Skills
Accounts Payableunmatched
Administrative Skillsunmatched
Billing Recordsunmatched
Budget Managementunmatched
Budgetingunmatched
Communication Skillsunmatched
Cost Estimatesunmatched
Data Qualityunmatched
Datasheetsunmatched
Detail Orientedunmatched
Establish Prioritiesunmatched
Forecastingunmatched
High School Diplomaunmatched
Identify Issuesunmatched
Machiningunmatched
Maintenance Servicesunmatched
Microsoft Excelunmatched
Microsoft Outlookunmatched
Microsoft Wordunmatched
Organizational Skillsunmatched
Problem Solving Skillsunmatched
Project/Program Managementunmatched
Purchasing/Procurementunmatched
Request for Proposals (RFP)unmatched
Set Goalsunmatched
Shipping Documentsunmatched
Time Managementunmatched
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