Shop Administrator

Ames Construction•Corona, CA

1d•Onsite

About The Position

The Shop Administrator provides administrative, logistical, and operational support to the Equipment Manager and shop operations. The role ensures accurate documentation, smooth equipment onboarding and offboarding, coordination of pickup assignments, and timely processing of invoices, billing, licensing, and asset setup. It helps maintain accurate equipment records, support compliance, and ensure efficient communication between office, shop, and field personnel. The position is office-based, with regular interaction in shop, yard, and project environments. It involves extended time at a desk handling administrative tasks, systems, and reporting, as well as occasional exposure to equipment shops, yards, and construction environments. Limited travel may be required.

Requirements

High school diploma or equivalent required.
Minimum of three or more years of experience in administrative, fleet, or construction operations support roles.
Experience with billing, invoicing, documentation, and recordkeeping processes.
Proficiency with computer systems, ERP platforms, and Microsoft Office applications.
Strong organizational skills and attention to detail.
Effective communication skills and ability to coordinate across multiple teams.
Ability to manage multiple priorities in a fast-paced environment.

Nice To Haves

Associate or bachelor’s degree in business or a related field.
Experience in construction, fleet management, or equipment operations.
Familiarity with fleet management systems, billing platforms, and telematics tools.
Knowledge of licensing, permitting, and regulatory documentation for equipment.
Experience supporting shop or field operations in a logistical or administrative capacity.

Responsibilities

Manage pickup assignments, including driver coordination, vehicle tracking, and maintenance scheduling within company systems.
Support equipment onboarding and offboarding by ensuring accurate asset setup, tracking, and validation across operating systems.
Maintain the Master Equipment List, including serial numbers, locations, ownership, assignments, and billing classifications.
Coordinate and document equipment transfers between offices and projects, ensuring system updates are accurate and timely.
Process and verify service, parts, and vendor invoices for accuracy, coding, routing, and approval.
Support monthly equipment billing by validating hours, rates, and cost codes to ensure audit-ready documentation.
Ensure weekly equipment timecard entries are complete, accurate, and submitted on schedule.
Manage fuel card assignments, activations, deactivations, and usage tracking to ensure proper controls and accountability.
Support fuel program administration, including tracking, reporting, and reconciliation of usage data.
Oversee licensing and registration requirements for on-highway equipment, including permits and plate assignments.
Coordinate with corporate administration to ensure accurate title documentation and compliance with regulatory requirements.
Serve as a central point of contact for equipment documentation, reporting, and system updates.
Maintain organized digital and physical filing systems for equipment records, invoices, warranties, and service documentation.
Coordinate with the Shop Superintendent, Equipment Superintendent, Maintenance Planner, and field personnel to gather information and resolve administrative needs.
Run reports and update systems related to equipment status, billing, fuel usage, licensing, and utilization.
Support telematics setup, activation, and data accuracy as needed.
Assist in developing and improving administrative processes, documentation standards, and workflow efficiency.
Support compliance with company policies, audit requirements, and operational standards.
Perform other duties as assigned.