Unit Shop Administrative Assistant

Watson Truck & Supply•Hobbs, NM

11d•Hybrid

About The Position

The Unit Shop Administrative Assistant provides clerical, administrative, and operational support for the Unit Shop. This position assists with repair order administration, technician timekeeping, purchasing, inventory support, and records management to help ensure efficient shop operations and accurate job costing. The position serves as a key administrative resource for shop personnel by supporting production activities, maintaining accurate records, coordinating purchases and supplies, and assisting with inventory and documentation requirements.

Requirements

High school diploma or equivalent.
Strong organizational and recordkeeping skills.
Basic computer proficiency, including Microsoft Outlook, Word, and Excel.
Ability to accurately enter and maintain data.
Ability to work independently and manage multiple priorities.
Strong attention to detail and accuracy.
Effective verbal and written communication skills.
Ability to maintain confidentiality regarding company information.
Dependable attendance and punctuality.

Nice To Haves

Prior experience in a shop, manufacturing, trucking, oilfield, fleet, service, or industrial environment.
Experience processing repair orders, work orders, purchase orders, or invoices.
Familiarity with inventory control processes.
Experience with CDK or similar business management software.
Basic understanding of labor tracking and job costing.

Responsibilities

Open, maintain, and close Repair Orders (ROs) in accordance with company procedures.
Post technician labor hours and allocate labor time to the appropriate repair orders.
Process and maintain accurate repair order documentation.
Create and issue purchase orders for materials, parts, supplies, and outside services.
Process outside vendor invoices and assign costs to the appropriate repair orders.
Assist in obtaining parts, materials, and supplies as needed to support shop operations.
Coordinate steel orders and other shop supply purchases.
Assist with inventory organization, tracking, counts, and related recordkeeping.
Maintain shop files and electronically or physically file completed repair orders and supporting documentation.
Perform data entry and maintain accurate records within company software systems.
Assist shop management with administrative reporting and documentation requirements.
Communicate effectively with technicians, shop supervisors, vendors, and internal departments.
Maintain organized filing systems and shop records.
Answer phones and respond to routine inquiries as assigned.
Support special projects and other administrative duties as assigned.