Administrative Assistant

Spottswood Companies; Key West (FL); On-site; USD 35,000 - 45,000; Full time

Benefits offered by this job

Dental insurance

Health insurance

Life insurance

Paid time off

Vision insurance

Job summary

Monroe Concrete Products is seeking an Administrative Assistant to handle daily office operations, scheduling, dispatching, and coordination of plant activities.

The role requires 3 years of office experience, proficiency in Microsoft Office and Adobe, and strong communication skills. Florida driver’s license and high school diploma are required. In-person work with occasional field tasks and overtime as needed.

Qualifications

• 3 years of experience in an office setting.
• Knowledge of invoicing procedures.
• Knowledge of Microsoft Office Suite.
• Knowledge of Adobe.

Responsibilities

• Manage day-to-day office operations and scheduling.
• Coordinate dispatching and coordination of plant operations with teams.
• Prepare invoices, tickets, and paperwork for customers and suppliers.
• Provide pricing estimates and assist with basic calculations for jobs.
• Maintain inventory records and communication with suppliers.
• Assist customers via phone, email, or in person.

Skills

Strong communication

Problem solving

Attention to detail

Teamwork

Education

High School Diploma

Tools

Microsoft Office

Adobe

Job description

Job Overview:

The Administrative Assistant at Monroe Concrete Products position is responsible for the day-to-day managing, scheduling, dispatching, and coordinating various aspects of plant operation.

Job Duties & Responsibilities

• Concrete Scheduling: including delivery times, confirmation of mix design and needed admixtures, payment security, and collection of all tickets and necessary paperwork.
• Aggregate deliveries utilizing MCP and CTS drivers.
• Verify all Incoming aggregate deliveries to our yard from suppliers and proper placement of material.
• Creating tickets for all outgoing / incoming aggregates and materials for CTS jobs.
• Creating tickets and collecting payment from all customers picking up products.
• Creating weigh tickets for military moves and trailer/ golf cart registration for DMV.
• Sales and delivery of all block and bagged goods from MCP.
• Scheduling of employees time off whether vacation or doctor appointments.
• Creating and processing paperwork, organization, and communication with existing/ new / potential customers via phone, email, or face to face.
• Provide pricing and verbal estimates as requested, also provide calculations on amounts needed for jobs.
• Maintain inventory on block, bag goods and coordinate with the Marathon plant on material transfers.
• Weighmaster; ensuring proper weights on all tickets produced.
• And other duties as assigned by supervisor and/or management.

This is not to be construed as an all-inclusive list of job duties and responsibilities and may be amended at any time at the sole discretion of the Employer.

Work Location:

Indoor office setting; occasionally outdoors in all weather conditions.

Work Schedule:

This is a full-time position, Monday-Friday. Specific work hours are to be scheduled with the immediate supervisor and may be dependent on the specific job or project. Weekend, evening and/or overnight shifts may be required. All overtime must be pre-approved by the immediate supervisor.

Physical Requirements:

Stand or sit for periods of time; occasionally stoop, bend, kneel, crouch, reach, and twist; to lift carry, push, and/or pull to moderate amounts of weight; operate office equipment requiring repetitive hand movement and fine coordination; minimal fieldwork requiring frequently walk, climb, balance, stretch, stoop, kneel, crouch, reach, twist, push and pull to moderate amounts of weight, as well as the use of gloves, hard hat, respirators, and other personal protective and safety equipment; verbally communicate to exchange information.

Work Requirements:

Experience:

• 3 years of experience in an office setting required.
• Knowledge of invoicing procedures.
• Knowledge of Microsoft Office Suite.
• Knowledge of Adobe.

Skills:

• Strong communication skills.
• Problem solving to effectively and timely analyze and resolve issues.
• Attention to detail and ensure accuracy of work.
• Teamwork.

Abilities:

• Ability to multi-task and prioritize day-to-day tasks.
• Ability to work with minimal supervision.
• Establish and maintain an effective working relationship with other staff.
• Exercise sound, independent judgment within established guidelines.
• Express ideas clearly and concisely.
• Maintain a high level of accuracy in preparing invoices and maintain records.

Equipment:

• Copier, FAX Machine, Scanner, Computer, Printer, Cell Phone.

License/Certification:

• Florida Driver’s License required.

Education:

• High School completion required.

Language:

• English proficiency required. Bilingual Spanish preferred.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• clerical and/or office: 1 year (Preferred)
• customer service: 3 years (Preferred)

Work Location: In person