Administrative Assistant 1

What It Means to Be an Administrative Assistant at Guardian Fleet Services

As an Administrative Assistant with Guardian Fleet Services, you play a key role in keeping daily operations running smoothly. You are often the first point of contact for customers, vendors, and drivers, handling calls, gathering information, and ensuring requests are routed quickly and accurately. You support dispatch activities, maintain organized records, and assist management with administrative tasks that keep the office efficient and compliant.

The position requires professionalism, strong communication skills, and the ability to multitask in a fast-paced towing environment. You help coordinate service calls, update databases, manage paperwork, and provide reliable support to both office staff and field teams. Ultimately, you help create a positive customer experience while ensuring the operational flow of the fleet remains steady and well-organized.

Job Summary

The Administrative Assistant supports daily operations in a fast-paced towing office by managing incoming calls, coordinating with drivers, assisting customers, and maintaining accurate records. This role ensures smooth communication between clients, vendors, and staff while handling dispatch tasks, data entry, and general office duties. Success in this position requires strong customer service skills, attention to detail, and the ability to multitask in a dynamic environment.

Responsibilities

• Ensuring each driver completes required documentation prior to the start of their shift.
• Reviewing prior-day invoices for accuracy and confirming all required criteria is met before submission to billing.
• Tracking driver hours in our payroll system payroll, including documenting absences and tardiness.
• Maintaining up-to-date driver training certificates and coordinating required training sessions.
• Ordering overweight permits as needed.
• Ensuring all driver truck documentation is current, including insurance, registration, and annual DOT inspections. Scheduling drivers for random drug testing when required.
• Monitoring Samsara cameras for accuracy and compliance.
• Completing any additional special projects as assigned.

Qualifications

• Strong customer service skills and a professional demeanor.
• Microsoft Suite knowledge, specifically Outlook and Excel
• Basic technology proficiency, including GPS, company software, and mobile devices.
• Knowledge of towing industry methods, costs, and best practices is a plus.
• Ability to positively motivate and support a team of drivers.

Education & Experience

• High school diploma or equivalent required.

Physical Requirements

• Frequent use of hands for handling, reaching, and operating office equipment.
• Occasional physical effort including lifting or moving up to 20 pounds, stooping, carrying, pushing, pulling, and crawling.
• Regular bending, reaching, climbing, and other physical activity requiring stamina.
• Good hearing and vision are required to perform essential job functions.

Benefits Offered:

• Paid Time Off & Paid Holidays
• Medical, Dental, & Vision Plans
• $15K Employer paid Life and AD&D
• 401(k) Plan
• Short Term Disability & Long-Term Disability
• Hospital Indemnity
• Cancer plan
• Accident Insurance
• Employee Assistance Program
• Employee Referral Bonus

We are an Equal Opportunity Employer and are committed to building a diverse and inclusive workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other protected status under applicable federal, state, or local laws.
We believe that diversity strengthens our organization and are dedicated to providing a workplace free of discrimination, harassment, and retaliation. Employment decisions are based on qualifications, merit, and business needs.