Unit Shop Administrative Assistant

Position Summary

The Unit Shop Administrative Assistant provides clerical, administrative, and operational support for the Unit Shop. This position assists with repair order administration, technician timekeeping, purchasing, inventory support, and records management to help ensure efficient shop operations and accurate job costing.

The position serves as a key administrative resource for shop personnel by supporting production activities, maintaining accurate records, coordinating purchases and supplies, and assisting with inventory and documentation requirements.

Key Responsibilities

• Open, maintain, and close Repair Orders (ROs) in accordance with company procedures.
• Post technician labor hours and allocate labor time to the appropriate repair orders.
• Process and maintain accurate repair order documentation.
• Create and issue purchase orders for materials, parts, supplies, and outside services.
• Process outside vendor invoices and assign costs to the appropriate repair orders.
• Assist in obtaining parts, materials, and supplies as needed to support shop operations.
• Coordinate steel orders and other shop supply purchases.
• Assist with inventory organization, tracking, counts, and related recordkeeping.
• Maintain shop files and electronically or physically file completed repair orders and supporting documentation.
• Perform data entry and maintain accurate records within company software systems.
• Assist shop management with administrative reporting and documentation requirements.
• Communicate effectively with technicians, shop supervisors, vendors, and internal departments.
• Maintain organized filing systems and shop records.
• Answer phones and respond to routine inquiries as assigned.
• Support special projects and other administrative duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Strong organizational and recordkeeping skills.
• Basic computer proficiency, including Microsoft Outlook, Word, and Excel.
• Ability to accurately enter and maintain data.
• Ability to work independently and manage multiple priorities.
• Strong attention to detail and accuracy.
• Effective verbal and written communication skills.
• Ability to maintain confidentiality regarding company information.
• Dependable attendance and punctuality.

Preferred Qualifications

• Prior experience in a shop, manufacturing, trucking, oilfield, fleet, service, or industrial environment.
• Experience processing repair orders, work orders, purchase orders, or invoices.
• Familiarity with inventory control processes.
• Experience with CDK or similar business management software.
• Basic understanding of labor tracking and job costing.

Physical Requirements

• Ability to work in both office and shop environments.
• Ability to walk throughout the shop facility as needed.
• Ability to occasionally lift up to 25 pounds.
• Ability to sit, stand, bend, and perform routine office activities throughout the workday.

Work Environment

• Combination office and manufacturing/shop environment.
• Frequent interaction with technicians, supervisors, vendors, and support staff.
• May require occasional visits to inventory, parts, and manufacturing areas.
• Flexible part-time work schedule based on operational needs.

Equal Employment Opportunity Statement

Watson Truck & Supply, Inc. is committed to providing equal employment opportunities to all employees and applicants. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable federal, state, or local law.