Fleet Maintenance Shop Administrative Assistant

Job Description

Job Description

Job Summary:

The Fleet Maintenance Shop Administrative Assistant plays a vital role in the efficient operation of our Fleet Maintenance Department by providing administrative support, handling clerical tasks, and ensuring the timely and accurate processing of work orders, invoices, and other essential documents. This position requires excellent organizational skills, attention to detail, and the ability to work independently.

 

Schedule & Benefits:

• Full-Time | Monday–Friday, 7:00 AM – 4:00 PM or 8:00 AM – 5:00 PM.
• Comprehensive Benefits Package:
  • Medical, Dental, and Vision Insurance.
  • 401(k) with Employer Match.
  • Profit-Sharing Plan.
  • Paid Vacation and Holidays.
  • $15,000 Company-Paid Life Insurance.

 

Key Responsibilities:

• Answer and direct incoming calls in a professional, courteous manner.
• Create and maintain departmental files, both electronic and paper.
• Provide administrative and clerical support to the Fleet Maintenance Department.
• Prepare, maintain, and file electronic and paper records.
• Invoice/Work Order reconciliation required.
• Excellent organizational and time management skills, including the ability to prioritize and multitask effectively.
• Retrieve information as requested from records, emails, minutes, and other related documents; prepare written summaries of data when needed.
• Maintain a system for recording expenses and the use of petty cash.
• Perform data entry, document scanning, and printing tasks.
• Reconcile invoices and work orders accurately.
• Coordinate with vendors, drivers, and site visitors.
• Maintains office supplies and equipment.
• Assist with expense tracking and petty cash management.
• Learn and utilize company software and estimation/invoicing systems.
• Handle confidential information with discretion.
• Respond to administrative inquiries and resolve routine issues.

Preferred Qualifications:

• Experience in the automotive or mechanical industry in an administrative, billing, or secretarial role is strongly preferred.
• Working knowledge of Microsoft Word and Outlook.
• Experience with estimating/invoicing programs is a plus.
• Adaptability - Adapts to changes in the work environment; manages competing demands; adjusts approach or method to best fit the situation; able to handle frequent change, delays, or unexpected events.
• Reasoning Ability – the ability to solve practical problems and deal with a variety of concrete variables.
• Bilingual in English/Spanish is a plus.

Minimum Requirements:

• High school diploma or GED.
• 1–2 years of shop administrative experience preferred.
• Computer Skills -To perform this job successfully, an individual should have experience with Microsoft Office software. Intermediate to advanced skills in Microsoft Excel are a MUST.
• Strong organizational and time management skills.
• Ability to prioritize, multitask, and work independently.
• Excellent verbal and written communication skills.

 

Work Environment & Physical Demands:

• The repair shop work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions.
• Intermittent noise levels typical of an office/shop environment.
• Occasional exposure to outdoor conditions.
• Requires standing, walking, sitting, reaching, kneeling, and the use of hands.