Fleet Administrative Assistant (3rd Shift)
About The Position
The Garage Associate will provide clerical assistance, focusing on organization and inventory of parts, running of parts, and ensuring assigned duties are accomplished accurately and in a timely fashion. This role involves following up on all open items for timely resolution, keeping management informed of any issues that could affect business, and maintaining complete and accurate accounts of assigned reports. The position also includes performing other tasks as occasionally required by the business needs and requested by the manager. The schedule for this position is Sunday-Thursday, 11:00 PM - 7:30 AM.
Requirements
- Two years of experience working in a clerical environment with equivalent duties
- Advanced proficiency in Microsoft Excel for data analysis and reporting
- Must be very detailed and organized
- Must be a self-starter, able to work in a fast-paced environment
- Skilled in routing and coding invoices for payment
- Experience coordinating and communicating with external vendors
- Fuel reporting and tracking, including usage analysis and cost monitoring
- Processing new vendors
- Tracking purchase orders (PO's) and work orders to ensure timely completion and accuracy
- Ability to work with confidential information/material
- Solid interpersonal skills
- Enthusiastic self-starter
- Ability to receive and follow directions
- Ability to multi-task
- Good communication skills
- Customer-focused
- Strong attention to detail
- Excellent work ethic
- Professional communication skills, excellent telephone etiquette
- Must be a self-starter, able to work in a fast-paced environment and schedule workload
- High School Diploma or GED required
Nice To Haves
- Fleet Shop experience preferred
- Fleet Maintenance/maintenance systems and parts experience preferred
- Microsoft program experience preferred
- Familiarity w/ SAP is a plus
- Ability to get certified to operate forklift
Responsibilities
- Organization and inventory of parts
- Running of parts
- Ensure assigned duties are accomplished accurately and in a timely fashion
- Follow up on all open items to ensure timely resolution
- Keep manager/supervisor informed of any issues which could affect business
- Maintain complete and accurate account of assigned reports
- Perform other tasks and duties as occasionally required by the needs of the business and as requested by the manager
- Process shop work orders in Fleet Maintenance System (Dossier)
- Assign and communicate purchase orders for outside service and/or equipment parts
- Request and obtain billing invoices from vendors
- Reconcile billing invoices by vendor
- Prepare monthly fuel usage reports
- Processing registrations
- Order or discontinue Vehicle Toll Tags, toll tag management
- Scan invoices and file
- Issue Red Tags and add them to fleet deadline sheet
- Audit DVIR sheet
- Take and send road calls
- Issue PO’s to outside vendors
- Receive Parts
- Code Invoices for payment
- Process outside vendor invoices
- Stock and audit parts
- Advanced proficiency in Microsoft Excel for data analysis and reporting
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
