Administrative Assistant

Mid-State Machine•Lakeland, FL

13h•Onsite

About The Position

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.

Requirements

High School Diploma or GED is required.
1+ years of experience in Office Administration role is required.
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.
Must be legally authorized to work in the United States.
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.

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