Shop Administrator

Ames Construction has been building America for more than 60 years, and our people are the reason we continue to succeed.

We are a full-service, heavy civil and industrial contractor building critical infrastructure, including highways, bridges, mines, dams, rail, and more. Our teams take on challenging projects that keep communities safe, supply chains moving, and the country connected.

At Ames, we are Fueled by Family. That means we look out for one another, take pride in our work, and build strong relationships rooted in trust and respect.

Guided by our core values of People, Team, Our Bond, Persistence, and Vision, we do what we say we will do, push through challenges, and deliver work we’re proud of.

When you join Ames, you’re joining a company built for long-term success, where skilled people, strong teams, and disciplined execution come together to build careers and a better future.

Position Summary

The Shop Administrator provides administrative, logistical, and operational support to the Equipment Manager and shop operations. This role ensures accurate documentation, smooth equipment onboarding and offboarding, coordination of pickup assignments, and timely processing of invoices, billing, licensing, and asset setup. This position is central to maintaining accurate equipment records, supporting compliance, and ensuring efficient communication between office, shop, and field personnel.

Essential Functions

• Manage pickup assignments, including driver coordination, vehicle tracking, and maintenance scheduling within company systems.

• Support equipment onboarding and offboarding by ensuring accurate asset setup, tracking, and validation across operating systems.

• Maintain the Master Equipment List, including serial numbers, locations, ownership, assignments, and billing classifications.

• Coordinate and document equipment transfers between offices and projects, ensuring system updates are accurate and timely.

• Process and verify service, parts, and vendor invoices for accuracy, coding, routing and approval.

• Support monthly equipment billing by validating hours, rates, and cost codes to ensure audit-ready documentation.

• Ensure weekly equipment timecard entries are complete, accurate, and submitted on schedule.

• Manage fuel card assignments, activations, deactivations, and usage tracking to ensure proper controls and accountability.

• Support fuel program administration, including tracking, reporting, and reconciliation of usage data.

• Oversee licensing and registration requirements for on-highway equipment, including permits and plate assignments.

• Coordinate with corporate administration to ensure accurate title documentation and compliance with regulatory requirements.

• Serve as a central point of contact for equipment documentation, reporting, and system updates.

• Maintain organized digital and physical filing systems for equipment records, invoices, warranties, and service documentation.

• Coordinate with Shop Superintendent, Equipment Superintendent, Maintenance Planner, and field personnel to gather information and resolve administrative needs.

• Run reports and update systems related to equipment status, billing, fuel usage, licensing, and utilization.

• Support telematics setup, activation, and data accuracy as needed.

• Assist in development and improvement of administrative processes, documentation standards, and workflow efficiency.

• Support compliance with company policies, audit requirements, and operational standards.

• Perform other duties as assigned.

Qualifications

Minimum Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree in business or related field preferred.

• Minimum of three (3) + years of experience in administrative, fleet, or construction operations support roles.

• Experience with billing, invoicing, documentation, and recordkeeping processes.

• Proficiency with computer systems, ERP platforms, and Microsoft Office applications.

• Strong organizational skills and attention to detail.

• Effective communication skills and ability to coordinate across multiple teams.

• Ability to manage multiple priorities in a fast-paced environment.

Preferred Qualifications

• Experience in construction, fleet management, or equipment operations.

• Familiarity with fleet management systems, billing platforms, and telematics tools.

• Knowledge of licensing, permitting, and regulatory documentation for equipment.

• Experience supporting shop or field operations in a logistical or administrative capacity.

Working Conditions

• Location: Office-based with regular interaction in shop, yard, and project environments.

• Travel: Limited travel may be required.

• Office Environment: Extended time at a desk coordinating administrative tasks, systems, and reporting.

• Field Interaction: Occasional exposure to equipment shops, yards, and construction environments.

Ames Construction is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.