Administrative Assistant

Academy Bus•Secaucus, NJ

7d•Onsite

About The Position

The Administrative Assistant is responsible for daily office operations at our high-volume auto body repair and commercial vehicle maintenance facility. This is a multi-faceted role with a diverse set of responsibilities supporting various teams and functions. The ideal candidate ensures accurate documentation, smooth communication, and efficient data management.

Requirements

Must be tech savvy
Two years of administrative or front-desk experience.
Proficiency with Microsoft Office and digital databases.
Excellent verbal communication and customer service skills.
Strong multitasking ability in fast-paced, noisy environments.
Must be able to lift up to 25 pounds such as incoming packages, boxes of files.
Ability work an 8 hour day at a desk in an office shared with other employees as well as in and around the body shop and vehicle maintenance garage areas.

Nice To Haves

Multi-tasker who works well under pressure and thrives in a fast-paced environment
Organized with attention to detail
Team player with drive for results
Flexible and Adaptable
Ability to protect confidential and sensitive information

Responsibilities

High volume of detailed data entry, tracking, research, reconciliation, and reporting.
Maintain organized digital and paper files and records.
Answer phones, take detailed messages, relay information, follow and respond to messages.
Maintain a clean and organized office.
Support recruiting of diesel mechanics, auto body repair, painters, and cleaning crew by screening applicants, scheduling interviews, and tracking results.
Process background checks, schedule drug tests, physicals, follow up and track results.
Coordinate new hire onboarding and processing in the HR system.
Maintain accurate employee records, terminations, leave of absence, and status updates.
Track eligibility and assist staff with benefits and sign-on bonuses.
Create and update employee files to meet DOT compliance standards.