Administrative Assistant - Shop Services - Mid-State Industrial Maintenance

Company Background

Founded in 1973, Mid-State started out as a Machine Shop with 15 employees servicing mostly the Phosphate industry. Today, Mid-State employees over 500 people serving the Phosphate, Chemical, Power, Citrus, Sand & Aggregate, and many other industries by offering turnkey solutions including field maintenance, fabrication, dragline repair, machining, pump repair, gearbox repair, and valve repair. Mid-State is equipped with industry experts, over 200,000 square feet of shop space, and overhead crane capacity up to 35 tons all which allow us to meet all of our clients' needs. http://www.midstateindustrialcorp.com

Job Summary

As a Shop Administrative Assistant, you will support a fast-paced fabrication shop. Effectively guiding jobs from start to finish, working with a team to monitor the financial and physical progress.

Essential Duties

• Review time, verifying that job number, phase, and cost codes are correct to ensure that jobs are properly billed
• Monitor and filter emails in order of urgency, ensuring that all issues are appropriately addressed within defined time frame
• Answer job status questions from internal and external customers
• Assist generating floor packages, process work orders, and electronic packages
• Understand customer PO's, able to translate the data to complete a job number request
• Start job folders, and save all job-related correspondence, including the quote folder from the estimates drive
• Independently pull inventory jobs, transfer material, ship, and proceed to close
• Work with multiple departments to advance and close jobs
• Scan and save all job-related documents, using proper naming conventions in the correct folder on the appropriate shared drive
• Archive existing packages in an organizational and efficient manner
• Effectively process, escalate, and promptly follow up on rush orders
• Receptive to multiple personalities, and job approaches, working to obtain a similar goal
• Ability to prioritize work tasks in a high traffic environment
• Other administrative tasks as assigned
• Run daily performance reports through project management software program

Skills & Qualifications

• High School Diploma or GED, with 1+ years of experience in Office Administration role, is required.
• Excellent Time Management and Organizational skills. Managing one's own time and the time of others. Developing goals and plans to prioritize, organize, and accomplish your work.
• Strong sense of urgency and ability to prioritize a high volume of shop needs.
• Proficiency with Outlook, Excel and Word. (Or desire and capability to become proficient.)
• Must be an Active Learner - understanding the implications of new information for both current and future problem-solving and decision-making.
• Above average Communication Skills, required. Communicating clearly via phone, in written form, e-mail, or in-person.
• Excellent Attention to Detail - being careful about detail and thorough in completing tasks.
• Must be a Cooperative Team Player - displaying a good-natured, cooperative attitude.
• Dependability - job requires someone who is reliable, responsible, and fulfills obligations.
• This position has access to sensitive information. Must always be honest and ethical and operate at all times with a high-level of integrity. Must recognize the importance of confidentiality and maintain confidential information, without exception.
• Concern for Others - being understanding and helpful on the job.
• Adaptability/Flexibility - being open to change (whether it's personally perceived to be positive or negative) and to considerable variety in the workplace.
• Self-Motivation and Initiative - willingness to take on responsibilities and challenges, by one's own initiative - not only when asked.
• Stress Tolerance - accepting constructive criticism and dealing calmly and effectively with high stress situations.
• Independence - developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
• Self-Control - maintaining composure, keeping emotions in check, controlling anger, and avoiding passive-aggressive behavior, even in very difficult situations.
• Follow-up and Persistence in the face of obstacles.
• Social Orientation - job requires preferring to work with others rather than alone, and being personally connected with others on the job.
• Achievement/Effort - establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
• Analytical Thinking - analyzing information and using logic to address issues and problems.
• Innovation - creativity and alternative thinking to develop new ideas for and suggestions for improvement.

Other Information

• This is a non-exempt position.
• This position reports to the Shop Services Project Administrator.
• This position typically has 0 direct reports.
• Mid-State is proud to offer benefits to all of its full-time employees. Benefits available include; Medical, Dental & Vision Insurance, Life and AD&D Insurance, Disability Insurance, 401(k), Vacation, Holiday pay, and an Employee Assistance Program.

Physical Requirements / Working Environment

• Location is at 2730 Mine and Mill Road, Lakeland, FL.
• This is a full-time position. Days and Hours of work are Monday through Friday, 8 am to 5 pm. Must be willing and able to work overtime - nights, weekends and holidays, when necessary.
• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• This is a largely sedentary role; however, while performing the duties of this job, the employee will be frequently required to use hands to finger, handle, or feel objects, or controls; reach with hands and arms, talk and hear. This position will require occasional standing, walking, balancing, stooping, kneeling, and crouching. Must be able to occasionally lift or move up to 10 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
• Mid-State maintains a firm commitment in providing a safe and healthy work environment for its employees and quality services to its clients. Mid-State is a drug-free workplace. Must be able to pass a post-offer / pre-placement drug screen and job-related employment physicals. Must also 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. Go to https://www.uscis.gov/e-verify to learn more.