Administrator

Shop Administrator

Job Summary:

We are seeking a highly organized and dependable Shop & Safety Administrator to support the day-to-day operations of our manufacturing shop. This role is responsible for maintaining shop records, tracking safety and training requirements, monitoring inventory levels, coordinating vehicle maintenance records, receiving materials, and providing general administrative support for field and shop personnel.

The ideal candidate enjoys working in a fast-paced environment, pays close attention to detail, and takes pride in helping operations run smoothly and efficiently.

Success in This Role:

A successful Shop & Safety Administrator will:

• Keep safety and training records current and audit-ready.
• Ensure vehicle maintenance and inspections are tracked accurately.
• Maintain orderly documentation and filing systems.
• Help prevent inventory shortages through consistent monitoring.
• Provide dependable support to shop personnel and management.

Contribute to a safe, organized, and productive work environment

Essential Functions, Duties and Tasks:

Shop Administration

• Scan, organize, and maintain daily activity reports and shop documentation.
• Create, update, and maintain electronic and physical filing systems.
• Assist with data entry and recordkeeping for operational activities.
• Support shop management with administrative tasks and special projects.

Safety & Compliance

• Track employee safety training requirements and maintain training records.
• Schedule and monitor annual safety certifications and recurring training.
• Perform routine safety inspections and audits.
• Maintain monthly fire extinguisher inspection records and punch-card documentation.
• Assist management with safety documentation and regulatory recordkeeping.

Fleet & Equipment Tracking

• Maintain maintenance records and inspection checklists for company vehicles and equipment.
• Track preventive maintenance schedules and service intervals.
• Coordinate service appointments and maintain related documentation.

Inventory & Materials

• Conduct weekly inventory counts of welding consumables and other shop supplies, including wire, gas, and related materials.
• Monitor inventory levels and place orders when replenishment is needed.
• Receive deliveries and verify shipments against packing slips.
• Label, organize, and distribute incoming parts and materials.

Errands & Logistics Support

• Perform local errands, including parts and supply pickups from hardware stores and vendors.
• Assist with coordinating deliveries and material movement as needed.
• Maintain a clean and organized receiving and storage area

Qualifications:

Required

• High school diploma or equivalent.
• Valid driver's license with a clean driving record.
• Proficiency with Microsoft Office, including Outlook, Excel, and Word.
• Strong organizational skills and attention to detail.
• Ability to prioritize multiple tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.

Preferred

• Experience in manufacturing, construction, fabrication, welding, or industrial environments.
• Experience with safety documentation or compliance tracking.
• Experience with inventory management systems.
• Familiarity with fleet maintenance tracking.
• OSHA-related training or safety experience.

Physical Requirements

• Ability to move through a manufacturing facility safely.
• Ability to lift up to 25 pounds.
• Ability to sit, stand, walk, bend, and reach throughout the workday.

Schedule:

Daily hours of operation are 7:00am – 3:30pm Monday through Friday with a half hour lunch.

Work Conditions:

This job requires the worker to be able to sit at a desk daily in an office environment as well as move throughout a heavy plate steel fabrication environment

This is an employment at will position