Shop Administrative Assistant

Joseph J. Albanese•- Santa Clara, CA

1d•Onsite

About The Position

Joseph J. Albanese, Inc. is seeking a Shop Administrative Assistant to join our Mechanics’ Shop Department. This position is responsible for all administrative functions to support the Shop team. Voted “Best Places to Work” for the past 8 years in a row, JJA is a dynamic, fun environment with significant career opportunities to further grow and develop professionally.

Requirements

Minimum of a high school diploma or equivalent.
3-5 years of office administration experience.
Computer proficiency with Microsoft Office (Word, Excel, Outlook) required.
Excellent organizational skills, accuracy, and attention to detail.
Ability to effectively multi-task under solid pressure and meet deadlines in a fast-paced environment.
Excellent customer service with internal and external customers.

Nice To Haves

Experience with construction-related software is a plus.
DMV experience preferred.

Responsibilities

Review, approve and export payroll weekly in HCSS/E360 and Fueler.
Track and file time off requests.
Track and maintain all DMV registrations, licenses, and applicable paperwork; responsible for DMV errands every Friday.
Maintain DIR Inspection reports and purge after 90 days.
Prepare weekly and monthly reports including but not limited to variance reports, oil statements, equipment rental fuel tracking reports, BIT and repair reports.
Track, maintain and process payments all permits, compliance licenses, and registrations.
Responsible for tracking smoke (opacity test report) and crane lift inspections.
Maintain master vehicle list and update as needed as vehicles are purchased or sold.
Order Vehicle stickers and monitor key inventory.
Monitor and track Fastrak account including transponders and toll violations.
Responsible for processing Maintenance Work Orders and submitting invoices through Vista for payment.
Create and submit expense reports for the Shop employees as needed.
Order and maintain office supplies for the Shop Department.
Responsible for the department mail to and from the main office.