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ADMINISTRATIVE ASSISTANT POSITION SUMMARY

The Administrative Assistant is responsible for three core operational functions at Green Mountain Welding, Inc (GMW). and Green Mountain Crane Service, LLC (GMCS): scheduling and coordinating crane service bookings, managing project documentation and compliance records, and supporting billing so that every completed job is invoiced promptly and with complete backup. This role handles the paperwork trail for all company work, shop work orders, crane tickets, mill certs, and lien waivers; and keeps it organized so crews stay working and billings go out on time. Reporting to the Office Manager, the Administrative Assistant is a detail-oriented and proactively communicating professional who serves as the scheduling and documentation hub for both companies.

ABOUT GREEN MOUNTAIN WELDING

Founded in 2015 by Vermont native Earle Rogers, Green Mountain Welding, Inc. is a versatile welding and fabrication company based in Swanton, Vermont, built on the values of hard work, craftsmanship, and a deep understanding of the practical needs of Vermont residents and businesses. With over 10 years of hands-on welding experience, Earle and his team provide a comprehensive range of services including custom welding and fabrication, prefabricated steel building sales and installation, and commercial and residential snow removal and ice management throughout the St. Albans area. Whether working on-site at a customer's location or in their Swanton shop, Green Mountain Welding brings the same attention to detail and commitment to quality to every project, no matter the size or scope. At Green Mountain Welding, the mission is simple: be the trustworthy, skilled, and responsive partner that Vermont customers can count on to get the job done right.

SUCCESS LOOKS LIKE

• Every GMW and crane booking is confirmed in writing with complete site details collected and the crane operator and shop/field schedule are aligned without conflicts
• Invoices for crane service and small fabrication jobs are prepared and submitted within 24 hours of job completion with no unbilled tickets
• All compliance documentation including COIs, W9s, RS/PO Slips, operator certifications, job documentation and crane inspection records is current and retrievable within minutes
• Job documentation including mill certs, work orders, and BOLs is organized, entered in Strumis, Sitedocs, Microsoft 365 and QuickBooks, and available for billing, closeout, or audit without scrambling
• Incoming calls and emails are answered professionally, inquiries are qualified and routed within one hour, and no lead or customer communication falls through the cracks
• Inventory is managed in Strumis system and applicable excel sheets which is updated daily and available for review at a moments notice.

OBJECTIVES

• Own the crane service schedule by taking booking requests, collecting site details, confirming dates in writing, and coordinating operator and field crew availability
• Coordinate crane picks with the erection and fabrication schedule and flag conflicts to the Field Lead and PM immediately
• Prepare pick tickets, work orders and packets for every crane job and field job. Every crane and field job is confirm with the customer or project manager the day before each scheduled pick or job.
• Assist with billing crane jobs and GMW jobs within 24 hours of completion and provide COIs and W-9s to customers as requested
• Schedule field measurements and installation dates with property managers and homeowners and coordinate install crew days around shop completion and finish return dates
• Open new crane and fabrication jobs in the system by assigning job numbers, filing contracts or accepted quotes, and setting up job folders with drawings, piece lists, and finish specs
• Track shop job status from a scheduling standpoint and answer customer status calls without pulling shop staff off the floor
• Collect and track compliance paperwork including certificates of insurance, W-9s, sales agreements, and signed change orders and follow up weekly until received
• Maintain crane and erection compliance records including annual crane inspections, operator certifications, and rigging inspection logs and flag expirations 30 days out
• Assemble complete billing backup including signed work orders, crane tickets, delivery tickets, and approved change orders and prepare and submit routine invoices within 24 hours of job completion
• Answer phones within two rings, qualify inquiries, and route leads to estimating within 30 min
• Enter and maintain accurate material receipts, inventory movements, mill certs, load lists, BOLs, and job allocations in Strumis and QuickBooks and support the Owner and Office Manager with calendar coordination, document organization, and special projects

PERFORMANCE METRICS

The Administrative Assistant is held accountable to the following performance metrics:

• Invoice submission rate within 24 hours of job completion: The percentage of completed crane service and fabrication jobs invoiced within 24 hours of completion with full backup attached, including signed work orders, crane tickets, and approved change orders. Every day a completed job goes uninvoiced is a day the company has performed work it has not been paid for.
• Crane and GMW booking confirmation rate: The percentage of crane bookings and GMW confirmed in writing with complete site details collected, crane operator and/or field crew availability verified, and the erection schedule aligned before the job date.
• Compliance document currency rate: The percentage of required compliance documents, including certificates of insurance, crane inspection records, vehicle/trailer/equipment inspections/registrations and operator certifications, that are current, complete, and retrievable at any given time. The target is 100% with expirations flagged at least 30 days in advance.
• Incoming inquiry response rate within 30 min: The percentage of incoming calls and emails from general contractors, crane customers, and homeowners that are qualified and routed to the correct team member within min0r of receipt.

Leads that sit unanswered for hours signal to a potential customer that Green Mountain Welding is not responsive, which is directly contradicted by the company's core value of being the trustworthy and responsive partner Vermont customers can count on.

• Data entry accuracy rate: The percentage of job entries, material receipts, BABAA/mill certificates, and billing records entered into Strumis and QuickBooks that are accurate and require no corrections upon review by the Office Manager or Owner.

The Administrative Assistant is the first and most important checkpoint in the accuracy of the company's operational record.

COMPETENCIES

Scheduling and Dispatch:

Manages the crane booking and fabrication installation schedule with enough organization and foresight to prevent conflicts and communicate changes immediately to all affected parties.

Billing Support Accuracy:

Assembles complete billing backup and submits invoices on time so no completed work goes uninvoiced and no billing is delayed by missing documentation.

Compliance Recordkeeping:

Maintains crane inspection logs, operator certifications, and insurance and lien waiver files in a format that would pass a compliance audit with zero scrambling.

Strumis and QuickBooks Proficiency:

Enters and maintains job data, material receipts, and invoices in both systems accurately and keeps records aligned between platforms.

Customer Communication:

Handles calls from GCs, crane customers, and homeowners professionally and qualifies and routes inquiries with enough accuracy that leads are never lost or misdirected.

Detail Orientation:

Catches discrepancies in timecards, and billing backup before they become errors in the financial record.

Proactive Follow-Up:

Tracks outstanding compliance documents, unbilled tickets, and open bookings and follows up consistently until every item is resolved.

Industry Terminology:

Learns and uses construction and fabrication terminology including piece marks, transmittals, MTRs, lien waivers, and pick plans to communicate effectively with internal teams and external parties.

Confidentiality:

Handles payroll, HR, and financial information with discretion and does not share sensitive details outside appropriate channels.

Multitasking Under Pressure:

Manages competing priorities including incoming calls, crane scheduling, billing deadlines, and compliance tracking simultaneously without dropping tasks.

Organization:

Maintains job files, compliance records, and office systems in a state where any document can be retrieved immediately by the shop, field, office, or owner.

Owner Support:

Anticipates the Owner's scheduling, documentation, and communication needs and provides timely and organized support that frees the Owner to focus on operations and business development.

EDUCATION AND EXPERIENCE

• 1+ years of office, administrative, or customer service experience; construction, fabrication, or trades office experience strongly preferred
• Must be willing to become a notary.
• Proficient with phones, email, spreadsheets, and learning accounting and job-costing software including QuickBooks and Strumis
• Scheduling or dispatch experience in crane, trucking, or service trades a strong plus
• Willingness to learn industry terminology including piece marks, transmittals, MTRs, pick plans, and lien waivers (we will train the right person)
• Accurate and detail-oriented with data entry and paperwork; organized filing habits
• Professional, friendly phone presence with general contractors, crane customers, and homeowners alike; discreet with confidential information
• OSHA 10 required or willingness to obtain within 60 days of hire; this role owns OSHA log tracking, incident documentation, and workers' compensation records—understanding what is being recorded is essential to maintaining those records accurately

PHYSICAL REQUIREMENTS

• Must be able to sit at a desk and work on a computer and phone for extended periods throughout the workday
• Must be able to lift and carry files, office supplies, and materials weighing up to 25 pounds
• Must be able to move between office areas and coordinate with shop and field staff as need. Must be able to wear steel-toed shoes.
• Must be able to maintain visual focus for tasks requiring close attention to data entry, scheduling, and document management

COMMITMENT TO DIVERSITY

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Green Mountain Welding recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners. If this position caught your eye, send us your resume! For best consideration, include the job title and source where you found this position in the subject line of your email to sarah@gmweldinc.com. Already a Green Mountain Welding candidate? Please connect directly with your recruiter to discuss this opportunity.

Pay:

$20.00 - $30.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Life insurance Paid time off Relocation assistance Retirement plan Vision insurance Ability to

Commute:

Swanton, VT 05488 (Preferred)

Work Location:

In person