What are the responsibilities and job description for the Administrative Assistant - Equipment Shop position at Traylor Bros.?
Administrative Assistant – Equipment Shop Opportunity with Traylor Bros., Inc.!
Traylor Bros., Inc. is a highly-respected heavy civil construction company working on some of the biggest, most technically challenging bridge, marine, and underground jobs in North America. William F. Traylor founded Traylor Bros. in 1946, finding success by taking on - and succeeding with - extremely challenging projects. His combination of honesty, courage, and innovative abilities are the traits that embody the firm to this day.
What makes us different?
Our Mission is to excel at constructing complex infrastructure safer, better, and faster by engaging the entrepreneurial and innovative spirit of our team members and providing a limitless opportunity for personal and professional growth in a close-knit and collaborative organization.
Our Core Values :
Safety. We are committed to providing a safe work environment. This is always our priority.
People. Our talented team is our greatest asset. We provide opportunity, reward performance, and support a positive and balanced work environment.
Innovation. We have the ability to engineer creative solutions to overcome any obstacle.
Ethics. We are honest and ethical in all our business dealings.
Communication. We encourage open and honest communication throughout our organization.
Community. We add value to our industry and the communities in which we work.
Position Summary
Position requires an individual to work closely with the Shop Manager and Parts Procurement person to efficiently gather time, materials, and cost information, enter data into software management systems, and invoice customers monthly. Additional duties may include working with the Assistant Equipment Manager on special projects as needed.
Required Skills
Key Tasks and Responsibilities
Assist with receiving parts.
Receive invoices, compare to parts received, apply cost codes, and submit for payment.
Reconcile gas / company credit card expenses.
Track labor and parts within Shop office software.
Enter labor into Payroll system.
Answering phone calls, directing calls to appropriate parties, and / or taking messages
Filing of Documents within OnBase storage system.
Assist with tracking personal time off and training.
Assist with Vendor management.
Perform general office duties, such as ordering supplies.
Opening, sorting, and distributing incoming and outgoing correspondence.
Preparing invoices, letters, memos, and other documents, using word processing, spreadsheet, database, or presentation software – Currently using Microsoft Office products
Assisting with travel arrangements if necessary.
Assume additional responsibilities as directed.
Skills and Abilities
Safety Eyes - Ability to think ahead of what could happen and take precautions to minimize the risk.
Continuous Improvement – Ability to communicate ideas to minimize waste.
Ability to maintain a high level of accuracy in preparing and entering data
Ability to maintain confidentiality
Excellent interpersonal skills
Analytical and problem-solving skills
Effective listening skills
Organizational & time management skills
Effective written and verbal communication skills
Computer skills include the ability to operate spreadsheets, word processing and e-mail programs at a proficient level. Experience with Microsoft Office, Mitchell 1 Shop Software, and Computer Guidance Control eCMS, are a plus.
Education / Experience
High School Diploma or equivalent required, Associate degree is preferred.
2 years of administrative experience required
Working Conditions :
Work primarily in a shop or service center environment.
May be required to work in varying weather conditions or outdoor settings.
Regularly lift and move heavy equipment and parts.
Follow safety protocols and wear appropriate personal protective equipment (PPE).
Required Experience
