Shop Administrative Assistant

Job Summary:

As a Shop Administrative Assistant, your primary responsibility is to provide essential administrative support to ensure the efficient operation of the equipment repair facility. You will be responsible for performing a variety of tasks that help streamline processes, manage paperwork, and assist both the mechanics and shop superintendent.

Key Responsibilities:

1. Data Entry and Record Keeping:

- Maintain accurate and organized records of equipment information and repair history.

- Update and manage digital and physical files related to invoices, work orders, and receipts.

- Enter and track parts and inventory in the shop's equipment management software (E360).

- Enter shop purchase orders and invoices into the accounting software.

- Enter equipment hours based on meter readings into E360.

- Setup job numbers and work orders in E360.

- Close service workorders in E360.

- Document the results of oil sampling in E360.

- Document third party vendor repair detail in E360.

2. Inventory and Parts Management:

- Monitor and maintain stock levels of commonly used equipment parts and shop supplies.

- Coordinate with mechanics and vendors to order necessary parts and ensure timely, accurate deliveries.

- Prepare documentation necessary for parts and core returns.

3. Scheduling and Workflow Coordination:

- Collaborate with mechanics and parts-runner to create and maintain a daily schedule.

4. Compliance and Safety:

- Assist in maintaining compliance with environmental and safety standards, such as waste disposal, fuel island testing, crane and elevator inspection records, etc.

- Document DOT inspections in the shop’s equipment management software.

5. Other Responsibilities:

- Perform other duties as the need arises.

- Identify opportunities for process improvement.

- Contribute to the development of a more efficient method of recording equipment repair parts in both E360 and the accounting software to eliminate or lessen duplicate data entry.