Shop Administrative Assistant

Communication-Data-Link; Grimes (IA); On-site; USD 35,000 - 45,000; Full time

Benefits offered by this job

401(K) matching

Health, Vision and Dental

Flexible spending accounts

Company cell phone reimbursement

Paid holidays and PTO up to 120 per yr

Uniforms

Job summary

Communication-Data-Link is seeking an organized, detail-oriented administrator to support the VP of Maintenance and keep our mechanic shop and fleet administration running smoothly.

You will manage records, scheduling, parts purchases, and vendor coordination while coordinating with mechanics and leadership. This role requires reliable data entry and familiarity with maintenance or inventory software, and offers a day-shift schedule in Grimes, IA.

Qualifications

• Strong organizational skills and attention to detail.
• Able to track deadlines and communicate status.
• Comfort with data entry, spreadsheets, and learning software.
• Ability to adapt to changing priorities with teams.
• Willingness to commute/relocate to Grimes, IA.

Responsibilities

• Maintain accurate maintenance records, service histories, and repair work orders.
• Track vehicle and equipment information, assignments, registrations, inspections, and renewal deadlines.
• Assist with ordering parts and shop supplies, tracking inventory, and processing invoices.
• Coordinate service appointments, vendor communication, and vehicle/equipment pickups and drop-offs.
• Keep maintenance calendars up-to-date and follow up on missing paperwork.
• Prepare reports on maintenance costs and fleet activity.

Skills

Organizational skills

Attention to detail

Data entry

Spreadsheets

Inventory software

Prioritization

Cross-functional collaboration

Communication

Tools

Inventory management software

Job description

We are looking for an organized, detail-oriented person to support our VP of Maintenance and help keep our mechanic shop and fleet administration running smoothly. This role handles the records, paperwork, purchasing support, and coordination behind maintaining our company vehicles, trailers, and construction equipment.

What You’ll Do

• Maintain accurate maintenance records, service histories, and repair work orders.
• Track vehicle and equipment information, assignments, registrations, inspections, and renewal deadlines.
• Assist with ordering parts and shop supplies, tracking inventory, and organizing purchase orders and invoices.
• Coordinate service appointments, vendor communication, and vehicle or equipment pickup and drop-off.
• Keep maintenance calendars and task lists current, following up on missing paperwork and outstanding items.
• Provide general administrative support and help prepare reports on maintenance costs and fleet activity.

What We’re Looking For

• Strong organizational skills, attention to detail, and consistent follow-through.
• Someone who takes initiative, keeps track of deadlines, and communicates when something needs attention.
• Comfort with data entry, spreadsheets, and learning maintenance or inventory software.
• The ability to manage changing priorities and work effectively with mechanics, vendors, and company leadership.
• 401(K) matching
• Health, Vision, and Dental
• Flexible spending accounts
• Company Cell phone Reimbursement
• Paid Holidays and paid time off that grows to 120 per year
• Uniforms

Job Type: Full time

Hours: 7:30am-4:00pm

Schedule:

• 8- hour shift
• Day shift
• Monday to Friday

Experience:

• Administrative/Coordination: 1 year (Preferred)

Ability to commute and relocate

• Grimes Iowa, 50111: Reliably commute or planning to relocate before starting work (Required)