What are the responsibilities and job description for the Shop Office Assistant position at Gregory Construction?
Shop Office Assistant A. Job Responsibilities As a Shop Office Assistant, you will be responsible for assisting management with administrative tasks including, but not limited to, ordering, data entry, filing, etc. The Shop Office Assistant will be required to interact with customers, visitors, and employees in a professional and cheerful manner. B. Job Functions Summary of Essential Duties and Responsibilities 1. Ability to refine, lead and execute the company’s vision of a safety focused culture 2. Excellent organizational skills 3. Professional in all aspects of his / her behavior. 4. Good Communication skills, both oral and written. 5. Ability to multitask and work in a fast-paced environment. 6. Must be self-motivated and work without direct supervision. 7. Ability to organize and prioritize workload to meet deadlines. C. Essential Duties and Responsibilities include the following. Other duties may be assigned. 1. Oversees DOT compliance and reporting as it relates to the fleet. 2. Maintain electronic databases of sales, registration, inspections and maintenance of fleet management. 3. Assist in implementing vehicle and equipment preventive maintenance programs. 4. Develops and maintains outside vendor and service provider relationships. 5. Monitor and ensure fleet operation in compliance with local and state rules and regulations. 6. Work closely with manager, drivers and operations personnel and provide exceptional customer service. 7. Assign / dispatch drivers as needed. 8. Communicates in a clear and consistent manner and with high integrity both internally and externally. 9. Dispatch, monitor and report on drivers completing routes and pick-ups. You will be working closely with drivers and carriers. 10. Manages drivers during extended coverage shifts including overnight weekends and holidays. 11. Be liaison between drivers and maintenance team when having issues on the road, helping with problem solving and deciding course of action for the truck. 12. Escalates and / or resolves problems per guidelines. Works with team members to solve problems. 13. Provide clear work instructions to drivers. 14. Demonstrates high resource utilization. 15. Ability to successfully handle multiple priorities in a fast-paced environment. 16. Additional responsibilities as required. D. Competencies To perform the job successfully, an individual should demonstrate the following competencies : 1. Lives out and promotes the Company's core values of Safety, Integrity, Communication, Excellence, and Determination 2. Customer Service – Manages difficult or emotional situations; Responds promptly to employee needs; Meets commitments. 3. Planning / Organizing – Prioritizes and plans work activities; Uses time efficiently; plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans. 4. Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Able to operate with a sense of urgency when necessary and juggle multiple projects with competing deadlines. 5. Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions. 6. Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things. 7. Communication - Excellent communication skills, including listening, asking clarifying questions when needed, writing, and a superior attention to detail. E. Education and Experience 1. 5 years of experience in a similar role preferred. 2. Excellent written / interpersonal communication and organizational skills. 3. Ability to optimally connect with employees. 4. Ability to work quickly and efficiently. 5. Strong digital literacy is required of Office (Word, Excel, PowerPoint, etc) Internet, typing, other databases and spreadsheet software. Powered by JazzHR
