Motor Shop Administrative Assistant I

Epsilon Systems Solutions Inc. is currently seeking a full-time Motor Shop Administrative Assistant I in National City, CA.

Job Summary: The Motor Shop Administrative Assistant I serves as the primary point of contact for commercial calls and emails, supports government and contractor reporting requirements, assists with pricing and RCC development, and coordinates RFQs and material orders. The position works closely with the Motor Shop Foreman, Program Manager, and customers to ensure accurate documentation, timely responses, and smooth execution of motor shop work.

Key Responsibilities

• Answer and route incoming phone calls and emails
• Serve as the primary administrative contact for commercial customers
• Maintain professional communication with customers, vendors, and internal stakeholders
• Support invoicing, documentation, and recordkeeping using company systems and quoting platforms
• Transcribe handwritten shop reports into formal documents, including:
• MACMO reports
• Contractor (Government) reports
• CIS documentation
• Convert shop documentation into CFRs, RFQs, and other required formats
• Ensure reports are accurate, complete, and submitted on time
• Maintain organized electronic and hard-copy records
• Support RCC (Request for Change Condition) development by:
• Gathering vendor and material quotes
• Compiling cost data and documentation
• Coordinate with leadership for final RCC pricing and submission
• Track RCC status and supporting documentation
• Prepare and issue RFQs to vendors for commercial jobs
• Coordinate material orders for commercial motor shop work
• Track material delivery status and communicate delays or issues
• Maintain vendor contact lists and pricing references
• Support commercial workload by ensuring timely responses to inquiries
• Assist with workload coordination and scheduling support
• May require supporting limited outside commercial outreach, quoting follow-ups, and customer relationship management (training provided)
  

Required Skills & Qualifications

• High School Diploma or GED
• 1 – 2 years in an administrative, coordinator, or office support role
• Strong organizational and administrative skills
• Excellent written and verbal communication
• Ability to accurately transcribe and format technical information
• Comfortable working with multiple priorities in a fast-paced shop environment
• Proficiency with basic computer systems (email, spreadsheets, document management)
• Willingness and ability to learn internal quoting, invoicing, and reporting systems
• Proficiency in the English language, including:
• Reading: Ability to interpret handwritten shop notes, technical documentation, vendor quotes, and government‑related reporting formats
• Writing: Ability to draft clear, accurate reports, emails, RCC documentation, RFQs, and customer communications
• Speaking: Ability to communicate professionally with customers, vendors, and internal teams in a fast‑paced shop environment
  

Preferred Qualifications

• Associate degree in Business Administration, Industrial Technology, Supply Chain, or a related field; or vocational or technical coursework related to industrial environments, mechanical systems, or shop operations
• Certificates in areas such as: office administration, procurement or supply chain fundamentals, technical writing or documentation
• 3 – 5 years of administrative or commercial support experience, ideally in an industrial services, mechanical, motor shop, shipyard, or construction environment
• Familiarity with government or contractor documentation
• Experience with RFQs, purchasing, or vendor coordination
• Ability to adapt communication style for both technical and non‑technical audiences
• Experience in proofreading or formatting technical documents for clarity and accuracy
  
  

Pay Range

The pay range for this role is $19.00 To $26.00 per hour. This is a reasonable estimate for this role. Individual salaries are determined by a variety of factors including, but not limited to: business considerations, local market conditions, and internal equity, as well as candidate qualifications, such as skills, education, and experience.

ADA Notations

• Prolonged periods of sitting or standing while performing administrative tasks.
• Frequent use of hands and fingers to operate a computer, keyboard, phone, and office equipment.
• Occasionally lift and carry up to 20 lbs (e.g., files, binders, small parts, or documentation).
• Visual acuity required for reading handwritten reports, digital documents, and technical information.
• Regular movement within a shop environment, which may include walking on uneven surfaces or around equipment.
• Noise levels range from quiet to loud.
  
  

Epsilon Systems Solutions, Inc. is an equal opportunity employer. Qualified candidates will be considered without regard to legally protected characteristics.