Contract Services Administrative Assistant

Federal Signal Corporation; Florida; On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

Insurance (life, medical, dental, vis​

Paid holidays

Paid vacation

401(k) with matching contributions

Tuition reimbursement

Smoke-free, drug-free workplace

Job summary

Federal Signal Corporation is seeking a Contract Services Administrative Assistant to oversee daily business activities, streamline processes and support the department to ensure efficient workflow. The role requires excellent internal and external customer service, strong problem-solving abilities, and solid organizational skills.

Typical duties include coordinating between departments, maintaining records and reports, managing fleet and travel-related documentation, reviewing receipts for per

Qualifications

• High school diploma or GED required; bachelor's in business administration preferred but not required.
• Experience in manufacturing environment desirable.
• Proficient with Excel formulas and complex functions; experience with the necessary software/applications (Microsoft Office, Google Docs).

Responsibilities

• Act as a bridge between departments to optimize productivity.
• Oversee day-to-day business activities for efficiency and policy compliance.
• Maintain records, prepare reports, and analyze data for improvement.
• Review employee receipts for per diem and other expenses; code and submit; liaise with finance for travel needs.
• Oversee fleet-related tasks (Sunpass, tolls, license numbers, equipment updates).
• Prepare annual and bi-annual Fleet DOT paperwork for drivers and equipment.
• Manage documentation files for employees and assets (medical cards, program access, registrations, insurance).
• Backup daily review of removal reports for accuracy and inventory replenishment requests.
• Respond to emails/texts/calls requesting pricing and update databases.

Skills

Customer service

Problem solving

Organizational skills

Communication

People management

Excel

Education

High school diploma or GED

Bachelor’s degree in business administration preferred

Tools

Excel

Microsoft Office

Google Docs

Job description

About The Job

The Contract Services Administrative Assistant oversees daily business activities, streamlines processes and supports the department to ensure efficient workflow. The position requires excellent customer service skills internally within the company and externally with customers to resolve daily needs. The position requires strong problem-solving skills, and organizational abilities.

Specific Responsibilities Include

• Acting as a bridge between departments to optimize productivity
• Overseeing day-to-day business activities to ensure efficiency and compliance with company policies
• Maintaining records, preparing reports and analysing data for improvement
• Maintain records of employee receipts, reviewing each to ensure within per diem allowable amounts and/or other expenses to code and submit. Liaison with the finance department to ensure employees have available credit and notifying of upcoming extended travel to accommodate as needed.
• Oversee the Sunpass account, toll violations, transponders, updating license plate numbers as needed and/or removing/adding equipment as necessary
• Assure all new vehicles to fleet are properly marked with appropriate license numbers, stickers, transponders, fire extinguishers etc. before vehicle is allowed on road
• Prepare and provide annual and bi-annual Fleet DOT paperwork to Florida Department of Motor Vehicles for all drivers and equipment owned and/or operated by Hog Technologies
• Oversee and manage documentation files for employees and assets to include but not limited to medical cards, program access for each employee and adherence to the program rules, training, registrations, insurance policy
• Backup for daily review of submitted removal reports for accuracy and timeliness and requested consumables for inventory replenishment
• Respond to emails, texts or phone calls requesting pricing for upcoming projects updating job number and consumable inventory databases

Key Competencies

• Critical thinking and problem-solving skills
• Planning and organising
• Decision maker
• Exceptional Communication skills
• Proven experience in people management
• Maintain confidentiality at all levels for the president, team members and the company

Required Education And Experience

• High school diploma, GED, or equivalent. Bachelor’s degree in business administration preferred but not required.
• Experience working in a manufacturing environment
• Must have experience working with Excel spreadsheets, formulas, and other complex functions of Excel
• Experience working with the necessary software/applications to perform the job (MicroSoft Office, GoogleDocs, etc.)

Supervisory Responsibility

This position does not have supervisory responsibilities

Position Type/Expected Hours of Work

This is a full-time position, as business dictates with most job duties within the Days and hours of work of Monday through Friday, 8:00 a.m. to 5 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel

This position may require travel from time to time, especially to attend trade shows or other sales events.

Additional Eligibility Qualifications

Must pass a background check and drug test

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits Of Employment At Hog Technologies

• Insurance (life, medical, dental, vision)
• Paid holidays
• Paid vacation
• 401(k) with matching contributions
• Tuition reimbursement
• Smoke-free, drug-free workplace

About Federal Signal

Federal Signal Corporation (NYSE: FSS) provides products and services to protect people and our planet. Founded in 1901, Federal Signal is a leading global designer and manufacturer of products and total solutions that serve municipal, governmental, industrial and commercial customers. Headquartered in Downers Grove, IL, with manufacturing facilities worldwide, the Company operates two groups: Environmental Solutions and Safety and Security Systems. For more information on Federal Signal, visit: www.federalsignal.com.

The Company is an equal opportunity employer. Qualified applicants will not be discriminated against on the basis of, and will receive consideration for employment without regard to, race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, genetic information, status as a protected veteran, or any other protected category, characteristic, or trait under applicable law. If you require reasonable accommodation in the application process, contact Human Resources at [e-mail]. All other applications must be submitted online.