Shop Administrative Assistant

Communication Data Link; Grimes (IA); On-site; USD 36,000 - 48,000; 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 120 per year

Uniforms

Job summary

Communication Data Link in Grimes, IA seeks an organized administrative/coordinator to support the VP of Maintenance and fleet administration. You will manage records, paperwork, purchasing support, and coordinate vehicles, trailers, and construction equipment.

The role requires initiative, strong communication, and comfort with data entry and spreadsheets. In-person work with a team of mechanics and vendors.

Qualifications

• Strong organizational skills with attention to detail and follow-through.
• Ability to manage deadlines and communicate when attention is needed.
• Comfort with data entry, spreadsheets, and learning maintenance/inventory software.
• Ability to collaborate with mechanics, vendors, and leadership.

Responsibilities

• Maintain accurate maintenance records, service histories, and work orders.
• Track vehicle and equipment information, assignments, registrations, inspections, and renewal deadlines.
• Assist with ordering parts and shop supplies, track inventory, and organize purchase orders and invoices.
• Coordinate service appointments, vendor communication, and vehicle/equipment pickup and drop-off.
• Keep maintenance calendars and task lists current, follow up on missing paperwork.
• Prepare reports on maintenance costs and fleet activity.

Skills

Organizational skills

Attention to detail

Data entry

Spreadsheet proficiency

Vendor communication

Tools

Maintenance software

Inventory 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.

Benefits:

• 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)

Work Location: In person