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Shop Administrative Assistant

1 month ago

Lakeland, Florida, United States Mid-State Industrial Maintenance Full time
Job Summary

Mid-State Industrial Maintenance is seeking a highly organized and detail-oriented Shop Administrative Assistant to support our fast-paced fabrication shop. As a key member of our team, you will play a crucial role in guiding jobs from start to finish, working closely with our team to monitor financial and physical progress.


Key Responsibilities
  • Verify job numbers, phases, and cost codes to ensure accurate billing
  • Filter and prioritize emails to address issues within defined timeframes
  • Respond to job status inquiries from internal and external customers
  • Assist in generating floor packages, processing work orders, and electronic packages
  • Translate customer POs to complete job number requests
  • Organize job-related correspondence and documents
  • Independently manage inventory, transfer materials, ship, and close jobs
  • Collaborate with multiple departments to advance and close jobs
  • Scan and save job-related documents using proper naming conventions
  • Archive packages in an organized and efficient manner
  • Process, escalate, and follow up on rush orders
  • Prioritize work tasks in a high-traffic environment
  • Perform other administrative tasks as assigned
  • Run daily performance reports through project management software

Requirements
  • High School Diploma or GED with 1+ years of experience in Office Administration
  • Excellent Time Management and Organizational skills
  • Strong sense of urgency and ability to prioritize shop needs
  • Proficiency in Outlook, Excel, and Word (or willingness to become proficient)
  • Active Learner with a strong understanding of new information implications
  • Above-average Communication Skills
  • Excellent Attention to Detail
  • Cooperative Team Player with a good-natured attitude
  • Dependability and reliability
  • Confidentiality and integrity
  • Concern for Others and adaptability
  • Self-Motivation and initiative
  • Stress Tolerance and independence
  • Follow-up and persistence
  • Social Orientation and achievement
  • Analytical Thinking and innovation

Working Environment
  • Location: 2730 Mine and Mill Road, Lakeland, FL
  • Full-time position with Monday-Friday, 8 am-5 pm schedule
  • Willingness to work overtime, nights, weekends, and holidays as needed
  • Largely sedentary role with occasional standing, walking, and lifting up to 10 pounds
  • Specific vision abilities required for the job
  • Must pass a post-offer/pre-placement drug screen and job-related employment physicals
  • Must submit to a post-offer/pre-employment background check and motor vehicle report

Must be legally authorized to work in the United States.

Mid-State participates in E-Verify.