Shop Operations Administrative Coordinator

Mid-State Industrial Maintenance; Lakeland (FL); On-site; USD 25,000 - 33,000; Full time

Benefits offered by this job

Drug-free workplace

Post-offer drug screen

Background check

Job summary

Mid-State Industrial Maintenance is seeking a Shop Administrative Assistant to support a fast-paced machine shop. You will help guide jobs from start to finish, monitor financial progress, and coordinate with multiple departments to close jobs efficiently.

The role requires strong organizational skills, proficiency in Outlook/Excel/Word, and at least 1+ year in office administration. Overtime, drug screening, and background checks are part of the process; this position is in Lakeland, FL.

Qualifications

• High School Diploma or GED is required.
• 1+ years of experience in Office Administration role is required.
• Ability to prioritize work tasks in a high traffic environment.
• Proficiency with Outlook, Excel and Word.

Responsibilities

• Review time, verifying that job number, phase, and cost codes are correct to ensure that jobs are properly billed.
• Monitor and filter emails in order of urgency, ensuring that all issues are appropriately addressed within defined time frame
• Answer job status questions from internal and external customers
• Prepare and submit budget estimates, track cost, and monitor financial progress
• Ensure budgets reflect proper scope of work and correspond with appropriate proposal
• Forecast the progress of a job and communicate anticipated financial tracking with the PM
• Understand jobs scopes and break budgets out per phase
• Assist generating floor packages, process work orders, verify drawings are legible for machinist, print safety documents, and routers
• Understand customer PO’s, able to translate the data to complete a job number request
• Start job folders, and save all job-related correspondence, including the quote folder from the estimates drive
• Purchase job specific material, shop supplies, and work with vendors on expediting options as needed
• Update job notes to ensure reports are always current and update to date
• Sort, scan, and organize shops safety and inspection reports
• Accurately handle PTO, track absences and vacation request, forwarding to the proper department
• Receive material per packing slips as delivered to the shop
• Troubleshoot any issues AP has with purchases for the machine shop
• Create pickup and shipping documentation, following up with transportation to ensure that all jobs are picked up and delivered on time
• Independently pull inventory jobs, transfer material, ship, and proceed to close
• Verify accuracy of billing data, revise any errors, and prepare for invoice
• Work with multiple departments to advance and close jobs
• Scan and save all job-related documents, using proper naming conventions in the correct folder on the appropriate shared drive
• Work with Project Manager on needed parts and deadlines for material
• Effectively process, upscale, and promptly follow up on rush orders
• Work with several vendors, to obtain price, lead, and datasheets
• Willing to learn and develop an understanding of machined components, and shop needs
• Maintain deliverables schedule, update, and notify Project Manager/Manager as required
• Other administrative tasks as assigned

Skills

Prioritize tasks

Time management

Organization

Attention to detail

Strong communication

Team player

Integrity and confidentiality

Outlook

Excel

Word

Education

High School Diploma or GED

Tools

Outlook

Excel

Word

Job description

Mid-State Industrial Maintenance is seeking a Shop Administrative Assistant to support a fast-paced machine shop. You will help guide jobs from start to finish, monitor financial progress, and coordinate with multiple departments to close jobs efficiently.

The role requires strong organizational skills, proficiency in Outlook/Excel/Word, and at least 1+ year in office administration. Overtime, drug screening, and background checks are part of the process; this position is in Lakeland, FL.