Operations Administrative Assistant

2 weeks ago

New Braunfels, United States MEI Rigging & Crating Full time

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 salespersons 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 professional 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.

MEI is an Equal Opportunity, M/F/Disabled/Vet Preferred Employer.

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