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Epsilon Systems Solutions, Inc. · 1 day ago

Motor Shop Administrative Assistant I

National City, CA

Full-time

Onsite

Entry Level

$19/hr - $26/hr

1+ years exp

Epsilon Systems Solutions Inc. is currently seeking a full-time Motor Shop Administrative Assistant I. The role serves as the primary point of contact for commercial calls and emails, supports government and contractor reporting requirements, and coordinates RFQs and material orders while ensuring smooth execution of motor shop work.

Security

Responsibilities

Answer and route incoming phone calls and emails

Serve as the primary administrative contact for commercial customers

Maintain professional communication with customers, vendors, and internal stakeholders

Support invoicing, documentation, and recordkeeping using company systems and quoting platforms

Transcribe handwritten shop reports into formal documents, including:

MACMO reports

Contractor (Government) reports

CIS documentation

Convert shop documentation into CFRs, RFQs, and other required formats

Ensure reports are accurate, complete, and submitted on time

Maintain organized electronic and hard-copy records

Support RCC (Request for Change Condition) development by:

Gathering vendor and material quotes

Compiling cost data and documentation

Coordinate with leadership for final RCC pricing and submission

Track RCC status and supporting documentation

Prepare and issue RFQs to vendors for commercial jobs

Coordinate material orders for commercial motor shop work

Track material delivery status and communicate delays or issues

Maintain vendor contact lists and pricing references

Support commercial workload by ensuring timely responses to inquiries

Assist with workload coordination and scheduling support

May require supporting limited outside commercial outreach, quoting follow-ups, and customer relationship management (training provided)

Qualification

Organizational skillsWritten communicationVerbal communicationBasic computer proficiencyRFQ coordinationTechnical documentationOffice administrationVendor coordinationProofreadingAdapt communication style

Required

High School Diploma or GED

1 – 2 years in an administrative, coordinator, or office support role

Strong organizational and administrative skills

Excellent written and verbal communication

Ability to accurately transcribe and format technical information

Comfortable working with multiple priorities in a fast-paced shop environment

Proficiency with basic computer systems (email, spreadsheets, document management)

Willingness and ability to learn internal quoting, invoicing, and reporting systems

Proficiency in the English language, including: Reading: Ability to interpret handwritten shop notes, technical documentation, vendor quotes, and government‑related reporting formats; Writing: Ability to draft clear, accurate reports, emails, RCC documentation, RFQs, and customer communications; Speaking: Ability to communicate professionally with customers, vendors, and internal teams in a fast‑paced shop environment

Preferred

Associate degree in Business Administration, Industrial Technology, Supply Chain, or a related field; or vocational or technical coursework related to industrial environments, mechanical systems, or shop operations

Certificates in areas such as: office administration, procurement or supply chain fundamentals, technical writing or documentation

3 – 5 years of administrative or commercial support experience, ideally in an industrial services, mechanical, motor shop, shipyard, or construction environment

Familiarity with government or contractor documentation

Experience with RFQs, purchasing, or vendor coordination

Ability to adapt communication style for both technical and non‑technical audiences

Experience in proofreading or formatting technical documents for clarity and accuracy