Fleet Administrative Assistant

Ben E. Keith Co • Fort Worth, TX

22h • Onsite

About The Position

The Garage Associate will provide clerical assistance and will be responsible for the organization and inventory of parts. This role involves running parts, ensuring assigned duties are accomplished accurately and in a timely fashion, and following up on all open items for timely resolution. The associate will keep the manager/supervisor informed of any issues that could affect business, maintain complete and accurate accounts of assigned reports, and perform other tasks as occasionally required by the needs of the business and requested by the manager. Key responsibilities include processing shop work orders in the Fleet Maintenance System (Dossier), assigning and communicating purchase orders for outside services and/or equipment parts, requesting and obtaining billing invoices from vendors, and reconciling billing invoices by vendor. The role also involves preparing monthly fuel usage reports, processing registrations, ordering or discontinuing Vehicle Toll Tags, managing toll tags, scanning and filing invoices, issuing Red Tags and adding them to the fleet deadline sheet, auditing DVIR sheets, taking and sending road calls, issuing POs to outside vendors, receiving parts, coding invoices for payment, and processing outside vendor invoices. Additionally, the associate will stock and audit parts and utilize advanced proficiency in Microsoft Excel for data analysis and reporting.

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.
• 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 with SAP is a plus.
• Ability to get certified to operate forklift.

Responsibilities

• Provide clerical assistance to the garage.
• Organize and manage parts inventory.
• Run parts as needed.
• Ensure accuracy and timeliness of assigned duties.
• Follow up on open items for timely resolution.
• Inform manager/supervisor of potential business issues.
• Maintain complete and accurate assigned reports.
• 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.
• Process registrations.
• Order or discontinue Vehicle Toll Tags and manage toll tags.
• Scan and file invoices.
• Issue Red Tags and add them to the fleet deadline sheet.
• Audit DVIR sheets.
• Take and send road calls.
• Issue POs to outside vendors.
• Receive Parts.
• Code Invoices for payment.
• Process outside vendor invoices.
• Stock and audit parts.
• Perform other tasks as occasionally required.

Benefits

• Dash cameras which leverage artificial intelligence to recognize safe driving, capture safety events and improve driver safety performance. The videos are also used to exonerate drivers in accidents.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees