Administrative Assistant

Location: Shrewsbury, MA

Schedule: Mon-Fri 8a-5p

Pay: $21.00 - $26.00 per hour (based on experience)

We're seeking an Administrative Professional to support inspector programs by coordinating training, maintaining records, and providing administrative support. This role works closely with station representatives and inspectors to ensure smooth operations and compliance with program standards.

Job Purpose

This position is responsible for coordinating and supporting day-to-day activities related to station and inspector programs, including applications, documentation, training coordination, and administration of the electronic certificate program. The role serves as a point of contact between the organization and station owners/managers, supporting successful program certifications and recertifications, compliance efforts, and alignment with established program requirements.

Responsibilities

• Coordinate inspector training activities in accordance with established procedures, including:
• • Collecting, reviewing, and verifying required documentation for new and recertifying inspectors to ensure completeness and accuracy.
  • Scheduling training sessions and notifying applicants of assigned dates and locations.
  • Maintaining and updating training curricula, rosters, and related materials as directed.
• Track and document training participation and outcomes.
• Assist with updates to policies and procedures under guidance of leadership.
• Serve as a point of contact for station representatives and inspectors regarding program policies, procedural guidance, problem resolution, billing questions, and recruitment support.
• Maintain accurate and updated inspector records in administrative databases.
• Respond to inquiries from station personnel in a timely and professional manner.
• Review and process inspector applications in accordance with established program standards.
• Monitor training participation and assist stations and inspectors with training profiles.
• Assist with financial reconciliation related to training sessions.
• Process completed training rosters, payments, and support the creation and maintenance of inspector profiles in web-based systems.
• Work with the Quality Assurance team to identify program or policy variances, and assist with targeted training for station and inspection personnel as needed.
• Support inspector training sessions, including classroom setup, material distribution, and logistical preparation.
• Participate in continuous improvement and customer satisfaction initiatives, including activities within the company's Quality Management System (QMS).
• Provide input as requested based on assigned responsibilities.
• Performs other duties as required.

Qualifications

• High school diploma or equivalent required, college degree preferred.
• Strong interpersonal skills including effective listening and the ability to interact professionally with customers and colleagues.
• Excellent verbal, written, and organizational skills.
• Experience with working with Microsoft Office products (Microsoft Word, Microsoft Excel, Outlook), including intermediate to advanced Excel skills.
• Comprehensive knowledge of service station/repair industry a plus.