Job Title: Administrative Assistant
Job Order#: DF511945825
Location: Lakeland, FL
Pay: $20.00/hr
Hours: M-F, 8am-5pm
Duration: Possible Temp to Hire Position
Job Summary
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.