Administrative Assistant

Cox Enterprises • Jenison, MI

23h • $18 - $27 • Onsite

About The Position

If you have any questions or to connect with a recruiter while your application is being reviewed, please Text DFS3 to 317-597-8130 Equal Opportunity Employer, Disabled/Veterans encouraged to apply Cox Fleet keeps your fleet moving! Headquartered in Indianapolis, Cox Fleet has grown to become one of the largest fleet maintenance companies in the country. Cox Fleet is the leading provider of on-site mobile maintenance and repair services nationwide, offering mobile on-site fleet service for light medium, and heavy-duty trucks and trailers. Cox Fleet also services customers utilizing its 50+ nationwide service centers; each offering accident repair, painting, refurbishment, and heavy mechanical repair. We are supported by a 24/7 in-house call-center and provide scheduled maintenance services and unscheduled services to fleets anywhere, anytime. JOB SUMMARY Cox Fleet is currently hiring a Administrative Assistant II. As an Administrative Assistant II, you will be Accountable for creating invoices out of repair orders and submitting to customers for approval and/or payment with required documentation.

Requirements

• High School Diploma/GED and 3 years’ experience in a related field. The right candidate could also have a different combination, such as any level degree/certification beyond a HS diploma/GED in a related discipline and up to 1 year of experience; or 5 years’ experience in a related field
• Self-sufficient work ethic
• Excellent Microsoft Excel skills
• Experience with Microsoft Outlook and Microsoft Word
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Maintains professional but friendly demeanor.
• Demonstrates strong interpersonal and customer service skills.
• Communicates clearly and effectively.
• Pays close attention to detail.
• Exhibits ability to remain calm and polite when dealing with frustrated customers and/or technicians.
• Drug Testing To be employed in this role, you’ll need to clear a pre-employment drug test.
• Applicants must currently be authorized to work in the United States for any employer without current or future sponsorship. No OPT, CPT, STEM/OPT or visa sponsorship now or in future.

Nice To Haves

• Prior experience in the Auto Repair/Maintenance industry is highly preferred.

Responsibilities

• Answer and direct incoming, outgoing, and inter-office calls of multi-line phone system in a timely and professional manner.
• Relay messages promptly as received.
• Answer inquiries and obtain information for the general public (e.g., customers, visitors).
• Provide information regarding activities conducted at Trudell such as location of departments, offices, and employees within the organization.
• Prepare repair orders (RO) by describing symptoms, problems, and causes discovered, as well as repairs and services required based on what technicians submit, entering RO into service database system.
• Verify technicians have selected correct VMRS code related to repairs made and billing hours are in-line with standard repair times.
• Prepare actual invoice off created RO by applying customer specific rates and mark-ups.
• Reach out to technicians and regional service managers on repairs and required information to process invoices.
• Communicate with customers via email, fax, or phone to retrieve purchase order approvals.
• Request and collect payments from customers and/or discuss billing issues.
• Working in customer online portals, and billing systems.
• Working with vendors to obtain service warranty
• Gather necessary paperwork and upload into system for records.

Benefits

• Employees are eligible to receive a minimum of 6.67 hours of paid time off every month and seven paid holidays throughout the calendar year.
• Employees are also eligible for additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave.
• Benefits of working at Cox may include health care insurance (medical, dental, vision), retirement planning (401(k)), and paid days off (sick leave, parental leave, flexible vacation/wellness days, and/or PTO).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED