Administrative Assistant

Job Summary

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

• 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
• Prepare and submit budget estimates, track cost, and monitor financial progress
• Ensure budgets reflect proper scope of work and correspond with appropriate proposal
• Forecast the progress of a job and communicate anticipated financial tracking with the PM
• Understand jobs scopes and break budgets out per phase
• Assist generating floor packages, process work orders, verify drawings are legible for machinist, print safety documents, and routers
• 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
• Purchase job specific material, shop supplies, and work with vendors on expediting options as needed
• Update job notes to ensure reports are always current and updated to date
• Sort, scan, and organize shops safety and inspection reports
• Accurately handle PTO, track absences and vacation request, forwarding to the proper department
• Receive material per packing slips as delivered to the shop
• Troubleshoot any issues AP has with purchases for the machine shop
• Create pickup and shipping documentation, following up with transportation to ensure that all jobs are picked up and delivered on time
• Independently pull inventory jobs, transfer material, ship, and proceed to close
• Verify accuracy of billing data, revise any errors, and prepare for invoice
• 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
• Work with Project Manager on needed parts and deadlines for material
• Effectively process, elevate, and promptly follow up on rush orders
• Work with several vendors, to obtain price, lead, and datasheets
• Willing to learn and develop an understanding of machined components, and shop needs
• Maintain deliverables schedule, update, and notify Project Manager/Manager as required
• Other administrative tasks as assigned

• High School Diploma or GED is required.

• 1+ years of experience in Office Administration role is required.

• Ability to prioritize work tasks in a high traffic environment
• Skilled at remaining receptive to multiple personalities, and job approaches, while working cross functionally to obtain common goals.
• Excellent Time Management and Organizational skills. 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.
• Strong 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.
• This position has access to sensitive information. Must always be honest and ethical and always operate with a high level of integrity. Must recognize the importance of confidentiality and maintain confidential information, without exception.

• Location is at 2730 Mine and Mill Road, Lakeland, FL, 33801

• Corporate office environment
• 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.
• 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…