Shop Administrative Supervisor

About the Role:

The Shop Administrative Supervisor plays a critical role in overseeing the administrative functions within a transportation and warehousing shop environment. This position ensures smooth operational workflows by managing scheduling, documentation, and communication between various departments. The supervisor is responsible for maintaining accurate records, coordinating with logistics and maintenance teams, and supporting compliance with industry regulations. By leading administrative staff and optimizing office procedures, the role directly contributes to increased efficiency and productivity of the shop. Ultimately, the Shop Administrative Supervisor acts as a pivotal link between shop operations and corporate management, facilitating seamless administrative support to meet organizational goals.

Minimum Qualifications:

• High school diploma or equivalent; Associate’s degree or higher in Business Administration or related field preferred.
• Minimum of 3 years experience in an administrative or supervisory role within transportation, warehousing, or a related industry.
• Proficiency with office software such as Microsoft Office Suite (Word, Excel, Outlook) and experience with inventory or maintenance management systems.
• Strong organizational skills with the ability to manage multiple priorities and deadlines effectively.
• Excellent communication skills, both written and verbal, to interact with diverse teams and external partners.

Preferred Qualifications:

• Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, or a related discipline.
• Experience with transportation management software (TMS) or enterprise resource planning (ERP) systems.
• Knowledge of Department of Transportation (DOT) regulations and compliance requirements.
• Previous supervisory experience in a shop or warehouse environment.
• Certification in project management or administrative supervision.

Responsibilities:

• Supervise and coordinate daily administrative activities within the shop to ensure efficient workflow and timely completion of tasks.
• Manage scheduling and dispatching of maintenance and repair work orders in collaboration with shop and logistics teams.
• Maintain accurate and up-to-date records of inventory, equipment maintenance, employee timekeeping, and compliance documentation.
• Serve as the primary point of contact for internal and external communications related to shop operations and administrative matters.
• Train, mentor, and evaluate administrative staff to promote professional development and high performance standards.
• Implement and improve administrative processes and systems to enhance operational efficiency and data accuracy.
• Ensure compliance with transportation and warehousing regulations, safety standards, and company policies through diligent record-keeping and reporting.
• Prepare reports and presentations for management to support decision-making and operational planning.

Skills:

The Shop Administrative Supervisor utilizes strong organizational and leadership skills daily to coordinate administrative tasks and guide their team effectively. Proficiency in software tools like Microsoft Office and specialized management systems enables accurate record-keeping and efficient scheduling. Communication skills are essential for liaising between shop personnel, management, and external vendors, ensuring clarity and timely information flow. Problem-solving abilities help the supervisor address operational challenges and implement process improvements. Additionally, knowledge of industry regulations supports compliance efforts, safeguarding the organization and maintaining operational standards.