Operations Administrative Assistant

MEI Industrial Solutions; Town of Florida (NY); On-site; USD 42,000 - 60,000; Full time

Job summary

MEI Industrial Solutions is seeking an Operations Administrative Assistant to support warehouse, crating, and operational activities in New York. The role includes sales/accounting support, invoicing, and customer communications while coordinating with dispatch and site safety teams.

The candidate will generate daily paperwork, manage purchase orders, assist with quotes, and maintain project documents and storage logs to ensure accurate records and timely information flow.

Qualifications

• HS Diploma or GED; associate degree preferred.
• 2 years in fast-paced construction environment.
• 2 years MS Office experience (Word/Excel/Outlook/PowerPoint).
• Excellent written and oral communication; strong interpersonal skills.
• Organizational skills; detail oriented; able to work independently.
• Ability to multi-task and meet deadlines with a service mindset.

Responsibilities

• Assist or complete job quotes when salespeople are unavailable.
• Perform collections and document communication.
• Obtain purchase orders and close transactions.
• Generate daily paperwork and attach necessary documents.
• Communicate with customers regarding change orders and info packets.
• Coordinate with dispatch for job board and equipment/labor scheduling.

Skills

MS Office

Communication

Teamwork

Multi-tasking

Education

HS Diploma or GED

Associate degree preferred

Job description

Position Summary

The Operations Administrative Assistant performs multiple and varying tasks in support of general warehouse, crating, and operational areas. The Ops Admin Assistant may help support sales or accounting functions as necessary for regional office needs, including collections, assisting with job quotes and booked jobs, and pending/ongoing projects. Some office support, such as answering or responding to customer or vendor inquiries, record-keeping, and information dissemination may also be necessary.

• Assist or complete job-related quotes requiring immediate attention while salespeople are in the field or otherwise unavailable.


• Perform collection duties and document all collection related communication.


• Obtain purchase orders and ensure vendor receipt of same, and other necessary closing transactions.


• Generate daily paperwork, such as work orders, purchase orders, etc., and ensure that all pertinent information is noted, and all necessary documents are attached.


• Communicating with customers as requested regarding change orders, storage confirmations, new customer information packets, etc.


• Coordinate sales order requirements (equipment, customer, labor) and communications with dispatch for digital job board.


• Coordinate with site safety professionals to organize and manage safety certification training & compliance.


• Administers the job packet process from collection of job packet documents through preparing packets for final review and submission to accounting admin. for customer invoicing.


• Create, update, and maintain documents and spreadsheets related to customers, project costs and special projects.


• Interact with customers, drivers, vendors, auditors, and visitors in a manner that is consistent with MEI’s values.


• Research and collaborate with regional operations team to build awareness and understanding of customer needs and expectations to aid in delivering the highest level of quality service.


• Utilize customer service approach to communicate and follow up with customers regarding final confirmation or coordination of job site work by making pre-calls the prior day to being onsite as well as job completion courtesy calls.


• Provide backup for incoming phone calls or assisting walk-in customers as needed.


• Capture job utilization information from dispatch and operations team in sale scheduling software; assist in scheduling equipment and labor; enter/reconcile hours (including overtime) to time and attendance systems (ADP) hours daily.


• Warehouse data entry of incoming/outgoing truckloads for storage into company data portal and Excel. Maintenance of storage logs and filing. Compile & organize crating and warehouse handling packets, daily workorder time slips, and Bill of Lading (BOL’s) for Sales Admin team to invoice customers. Assist with monthly storage and inventory reporting.


• Identify work order discrepancies and communicate with appropriate stakeholders for resolution.


• Facilitate master tracking of open jobs and customer information to be used for forecasting and communications.


• Coordinate and track the vetting and badging of employees for site access per customer and job requirements.


• Utilize analytical skills to track procurement and distribute information for operational needs.


• Perform all other duties as necessary and assigned.

Position Summary

The Operations Administrative Assistant performs multiple and varying tasks in support of general warehouse, crating, and operational areas. The Ops Admin Assistant may help support sales or accounting functions as necessary for regional office needs, including collections, assisting with job quotes and booked jobs, and pending/ongoing projects. Some office support, such as answering or responding to customer or vendor inquiries, record-keeping, and information dissemination may also be necessary.

Essential Job Duties And Responsibilities

• Assist or complete job-related quotes requiring immediate attention while salespeople are in the field or otherwise unavailable.


• Perform collection duties and document all collection related communication.


• Obtain purchase orders and ensure vendor receipt of same, and other necessary closing transactions.


• Generate daily paperwork, such as work orders, purchase orders, etc., and ensure that all pertinent information is noted, and all necessary documents are attached.


• Communicating with customers as requested regarding change orders, storage confirmations, new customer information packets, etc.


• Coordinate sales order requirements (equipment, customer, labor) and communications with dispatch for digital job board.


• Coordinate with site safety professionals to organize and manage safety certification training & compliance.


• Administers the job packet process from collection of job packet documents through preparing packets for final review and submission to accounting admin. for customer invoicing.


• Create, update, and maintain documents and spreadsheets related to customers, project costs and special projects.


• Interact with customers, drivers, vendors, auditors, and visitors in a manner that is consistent with MEI’s values.


• Research and collaborate with regional operations team to build awareness and understanding of customer needs and expectations to aid in delivering the highest level of quality service.


• Utilize customer service approach to communicate and follow up with customers regarding final confirmation or coordination of job site work by making pre-calls the prior day to being onsite as well as job completion courtesy calls.


• Provide backup for incoming phone calls or assisting walk-in customers as needed.


• Capture job utilization information from dispatch and operations team in sale scheduling software; assist in scheduling equipment and labor; enter/reconcile hours (including overtime) to time and attendance systems (ADP) hours daily.


• Warehouse data entry of incoming/outgoing truckloads for storage into company data portal and Excel. Maintenance of storage logs and filing. Compile & organize crating and warehouse handling packets, daily workorder time slips, and Bill of Lading (BOL’s) for Sales Admin team to invoice customers. Assist with monthly storage and inventory reporting.


• Identify work order discrepancies and communicate with appropriate stakeholders for resolution.


• Facilitate master tracking of open jobs and customer information to be used for forecasting and communications.


• Coordinate and track the vetting and badging of employees for site access per customer and job requirements.


• Utilize analytical skills to track procurement and distribute information for operational needs.


• Perform all other duties as necessary and assigned.

Minimum Qualifications (Experience, Skills, And Education)

• HS Diploma or GED equivalent necessary; higher education (associate degree) strongly preferred.


• Two (2) years of experience in fast paced construction industry environment preferred.


• A minimum of 2 years’ experience working in Microsoft Office Suite to include Word, Excel, Outlook and PowerPoint


• Excellent written and oral communication skills; strong interpersonal skills and ability to build positive relations with internal and external stakeholders, and all levels of staff.


• Excellent organizational skills, is detail oriented, and has superior time management skills; able to work independently or with minimal supervision.


• Effectively able to maintain discretion and confidentiality of employee and customer information as appropriate.


• Ability to multi-task and process multiple activities successfully


• Demonstrated ability to work under deadlines and time frames effectively with a customer service demeanor.


• HazMat regulation knowledge and working experience strongly preferred.


• TSA certification or ability to pass TSA Background check required.


• Problem Solving aptitude required.


• Valid driver’s license or the ability to attain.

Physical Requirements And Working Conditions

Work is typically performed in a normal, climate-controlled environment involving frequent use of hands / arms and manual dexterity. Extended periods of seated work using a computer, telephone, and standard office equipment. The Operations Administrative Assistant may stand or walk as needed. Occasional exposure to normal warehouse environment including accessing low-lit areas. Will periodically work outdoors with exposure to inclement weather and uneven terrain.

Additional Requirements

Must be able to work in a high functioning team environment. Display the highest levels of honesty, integrity, and professionalism. Take pride in your work and in the company. Communicate openly and strive for peak performance in daily tasks. Know and deliver the quality service MEI’s customers have come to expect.

Disclaimer: This job description is intended to summarize the type and level of work performed by the Operations Administrative Assistant, and is not an exhaustive list of all duties, responsibilities, and/or requirements. MEI reserves the right to change or modify this job description or the essential duties of the job, as necessary.