What are the responsibilities and job description for the Bilingual (Spanish) Administrative Assistant position at Merritt Contracting?
Overview:
Merritt Contracting, Inc. is seeking a Bilingual Administrative Assistant with an equipment maintenance background to support our shop operations. In this role, you will coordinate maintenance and repair activities between field and mechanics, keep essential documents and schedules up-to-date, and handle various administrative tasks. The ideal candidate has 2–4 years of experience in a mechanic shop environment, is comfortable handling car parts and equipment issues, and excels under minimal supervision.
Key Responsibilities:
Maintenance Coordination & Support
• Manage Service Intervals: Use telematics tools (e.g., Vision Link, JD Link) to track equipment hours and help schedule routine maintenance (oil changes, greasing, inspections).
• Liaison Role: Serve as the primary contact between field teams and mechanics, ensuring clear communication of issues and repair instructions to the Maintenance Foreman.
Parts & Vendor Management
• Vendor Relations: Maintain relationships with existing parts suppliers and identify new vendors for cost-effective, quality service.
• Parts Ordering: Assist mechanics in ordering necessary parts, coordinating pickups and deliveries, and recording transactions.
• Inventory Control: Monitor parts usage, log expenditures, and implement waste reduction practices.
Administrative & Documentation Tasks
• Time Entry Oversight: Verify and finalize daily time entries for maintenance personnel before payroll deadlines.
• Equipment Labeling: Update and maintain company decals, unit numbers, QR codes, and binders; track registrations, license plates, and insurance card renewals.
• Reporting: Compile and distribute daily Equipment Greasing and Damage reports, and support special projects to improve shop operations.
Communication & Process Improvement
• Bilingual Translation: Translate technical information for Spanish-speaking mechanics, field staff, and vendors, ensuring everyone is well-informed.
• Process Optimization: Identify opportunities to limit waste and improve shop organization (e.g., 5S principles) as well as streamline scheduling and documentation.
• Regular Updates: Provide management with timely progress reports on maintenance activities, equipment status, and next steps.
• Shop Cleanliness: Assist in organizing the shop and encourage team members to keep work areas clean and tools properly stored.
Qualifications:
• Experience: 2–4 years in a mechanic shop or similar environment with hands-on exposure to equipment maintenance or car parts management.
• Mechanical Aptitude: Ability to intelligently discuss parts, repairs, and preventive maintenance.
• Language Skills: Must be bilingual in English and Spanish (written and spoken).
• Technical Proficiency: Familiarity with telematics platforms (Vision Link, JD Link) and proficiency in Microsoft Office applications for data entry and cost analysis.
• Organizational Skills: Excellent attention to detail, ability to manage multiple priorities, and meet scheduling deadlines.
Equal Employment Opportunity (EEO) Statement:
Merritt Contracting, Inc. is an equal opportunity employer and follows all state and federal laws regarding EEO and anti-discrimination. We do not discriminate based on race, color, religion, sex, national origin, age, or disability. All qualified candidates are encouraged to apply. If you need accommodation during the application process, please contact our Human Resources department. Your application will be handled confidentially and in compliance with the law.
