Admin Assistant

Summary / Objective

The Administrative Assistant provides comprehensive support to Arizona operations, department managers, and employees. This role is responsible for coordinating office activities, supporting customer and staff needs, assisting with onboarding, and ensuring smooth operational workflows across multiple departments.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Front Office & Visitor Support

- Greet and assist all new visitors entering through the Main Office.

- Answer and route incoming phone calls to support all departments.

- Check mail regularly and distribute accordingly.

- Assist with organizing staff and customer meetings in the conference room.

Office, Facility & Supply Management

- Monitor and replenish swag stock.

- Monitor Office Supplies and Facility Supplies (water, janitorial, office).

- Access Amazon Business Account for purchasing facility/office supplies as needed.

- Schedule facility maintenance services.

- Assist with approved purchases using the company credit card (with GM approval).

- Create manuals and instructional guides for customers and staff.

Administrative & Department Support

- Work with Accounts Payable and Corporate Administrative Assistant to set up new customers and vendors.

- Send checks and required documentation to the Utah Office.

- File Field Service Technicians' Divvy purchases.

- Create Bills of Lading (BOLs) for incoming and outgoing equipment.

- Assist with occasional ADOT registration transfers for work vehicles coming from UT, NV, or CA.

- Consult with customers on equipment transportation to and from job sites.

- Work with the factory to gather equipment information for parts or sales projects (e.g., Superstition Crushing, FMI, Stock Lists).

- Coordinate with Corporate Administrative Assistant to plan and execute large facility events (e.g., Crusher School).

- Register sales team members for events and sponsorship opportunities (Arizona Rock Products Association).

New Hire & HR Support

- Coordinate with HR and Corporate Administrative Assistant on new hire supply needs, including business cards, phones, computers, logins, etc.

- Obtain copies of ADOT medical cards and MSHA certificates and forward them to HR and the Safety Manager.

Equipment, Yard, and Transportation Coordination

- Schedule transportation for incoming and outgoing equipment.

- Perform regular yard audits on equipment.

- Monitor and renew Arizona company vehicle registrations.

- Transport company vehicles for service to Rodeo Ford or other approved service centers.

- Work with Equinox IT to track missing or inactive laptops/desktops.

Compliance & Reporting

- Collect data and submit the annual Air Quality Report to Maricopa County.

- Submit reimbursement forms to Accounts Payable for the Goodfellow Boot Reimbursement Program ($90 credit).

Event & Catering Coordination

- Coordinate catering for celebrations, trainings, and the annual Christmas party.

- Assist with logistics for internal and external events involving staff or customers.

Competencies

- Strong organizational and time-management skills

- Customer service and communication excellence

- Ability to multitask effectively in a fast-paced environment

- Attention to detail and accuracy

- Proficiency in Microsoft Office and Google Suite

- Professional verbal and written communication skills

Work Environment

Standard office environment with routine interaction with customers, vendors, and employees. Occasional yard or vehicle-related tasks may be required.

Physical Demands

- Frequent sitting

- Repetitive hand motions (typing, filing)

- Occasional lifting of office supplies or documents

Travel Required

Minimal; local travel for vehicle drop-offs or errands as needed.

Required Education & Experience

- High School Diploma or equivalent

- Minimum 2 years administrative assistant or office management experience

- Minimum 2 years of customer service experience

- Proficiency in Microsoft Office and Google Suite

Preferred Experience

- Strong grammar, writing, and documentation skills

- Experience with clerical/office systems and procedures

- Experience supporting operations, logistics, or equipment-based industries

Additional Requirements

- Bilingual in English/Spanish preferred

- Strong written and verbal communication skills

- Effective time management and ability to multitask

Work authorization/security clearance requirements

[List any visa requirements, H1-B sponsorship, special clearances, etc. If applicable, insert information regarding government contracts or special requirements.]

Affirmative Action/EEO statement

Goodfellow is an equal opportunity employer. We embrace diversity and are committed to creating an inclusive environment for all employees.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.