Shop Administrative Assistant
Shop Administrative Assistant
Job Type: Full-time
Pay: $20 - $24 Hr. Depending on experience.
Job Description:
Hostetler Ranches, LLC is looking for a responsible Shop Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Shop Administrative Assistant include providing support to all aspects of the Hostetler Ranches, LLC, direct support to the Owner, Human Resource/Payroll, Shop Foreman, and other employees, assisting in daily office needs, and managing some of our company’s other general administrative activities. The Shop Administrative Assistant’s responsibilities include communicating with vendors and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using software tools like Microsoft Excel and Word. If you have previous experience as a Shop Administrator, Administrative Assistant, or Executive Administrative Assistant in construction or farming and familiarity within our industry, we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.
Responsibilities:
- Process and code the trucking payroll time sheets daily.
- Communicate with Supervisors to ensure timesheets maintain correct jobs and Hours.
- Communicate with vendors to request invoices or resolve discrepancies on problem invoices.
- Obtain proper approval and coding for invoices to be able to provide to AP Paperless System.
- Take care of eqt. sales, including follow-up calls, bill of sales, collecting monies, and approvals on offers
- Maintain inventory level reports (sand, abs, rock, etc.)
- Provide necessary information to Main Office to prepare invoices for completed services when needed
- Maintain report on driver’s loop time from pick up location to job sites
- Order transportation permits as necessary
- Writing memos, emails, letters, reports, and applications as needed
- Request new job set up and accounting coding from Main Office as needed
- Provide Spanish interpretation as needed
- Assist Main Office with a collection of all documents and information from employees as needed
- Coordinate travel arrangements including lodging and transportation as needed
- Update and maintain equipment files.
- Take care of magazine and online advertising of equipment.
- Assist with equipment auctions, obtain good photos of equipment to send, work with Auction representative, make sure contracts are correct, analyze equipment cost, and generate reports at the end of the sale.
- Maintain employee contact and company truck lists.
- Keep binders of items for sale up to date.
- Enter Purchase Orders for employee purchases at approved vendors (as needed).
Skills
- Coordinate exec. communications, including taking calls, responding to emails, and interfacing with customers. Must have experience with Microsoft outlook.
- 3 previous references are required upon application.
- The ideal candidate must be very detail-oriented and a fast learner.
- Previous construction-office experience is a big plus!
- Excellent verbal, written, and interpersonal communication skills.
- Must have high attention to detail and accuracy.
- A demonstrated ability to manage multiple priorities and meet deadlines with high-quality work products.
- Schedule meetings, appointments and manage travel itineraries.
- Maintain an organized filing system of paper and electronic documents.
- Manage project timelines and reporting for Shop Foreman.
- Communicate with vendors for pricing on material, schedule deliveries, schedule mark-outs.
- Accept deliveries in the shop.
- Must be very fluent with Microsoft office
- Bilingual in Spanish
Benefits:
- Medical
- Dental
- Vision
- Life insurance
- 401k
- Paid Holidays
- Vacation
Schedule:
- Monday – Friday 8am – 5pm
Work Location: Los Banos, C.A.