Shop Administrative Assistant (Trucking)

Proficient Auto Logistics

Proficient Auto Logistics (PAL) is a leading specialized freight company focused on providing auto transportation and logistics services. Formed via IPO in May 2024, PAL combined five industry-leading operating companies, and has since acquired two additional operating companies. As a combined entity, we operate one of the largest auto transportation fleets in North America with 55 terminal locations and nearly 750 employees, a majority of whom are drivers. We offer a broad range of auto transportation and logistics services, primarily focused on transporting finished vehicles from automotive production facilities, marine ports of entry, or regional rail yards to auto dealerships around the country. We have developed a differentiated business model due to our scale, breadth of geographic coverage, and embedded customer relationships with leading auto original equipment manufacturing companies (OEMs).

Position Summary

The Shop Administrative Assistant supports the daily administrative and accounting functions of the fleet repair facility and assigned fleets to ensure efficient shop operations and excellent customer service. This position is responsible for maintaining accurate financial records, equipment files, assisting drivers / customers and vendors, supporting service operations, and ensuring compliance with federal DOT requirements.

Essential Duties and Responsibilities

Administrative & Customer Support

• Answer and manage incoming phone calls in a professional and courteous manner.
• Provide driver / customer support, scheduling assistance, and general shop communication.
• Assist with daily office operations and administrative tasks as needed.
• Maintain organized records and documentation for shop and fleet operations.

Accounting & Financial Responsibilities

• Support accounting department as it relates to A/P and A/R transactions.
• Provide supporting documentation for invoice payments.
• Assist with work order and invoice processing, vendor communication, and payment tracking.
• Ensure accurate data entry and timely processing of financial information.

Service & Repair Order Support

• Add and manage parts on repair orders to support service operations.
• Assist management and technicians with administrative support related to repair orders and invoicing.
• Maintain accurate records of parts, invoices, and service documentation.

Federal DOT Compliance

• Track, organize, and maintain truck file records to ensure regulatory compliance.
• Coordinate fleet registration renewals, monthly / quarterly mileage reporting and permit tracking, plates and license distribution for equipment as needed.
• Monitor upcoming renewals and coordinate information flow prior to renewal deadlines.
• Support equipment titling process, corrections, replacements, etc.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, accounting, or automotive/truck repair facility experience preferred.
• Basic understanding of Accounts Receivable and Accounts Payable processes.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Office and shop management/accounting software.
• Ability to multitask and work in a fast-paced environment.
• Strong communication and customer service skills.
• Ability to maintain confidentiality and handle sensitive financial information professionally.

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods.
• Ability to occasionally lift office supplies or parts documentation up to 20 pounds.

Work Environment

• Office environment within a fleet truck repair/service facility.
• Frequent interaction with technicians, drivers, and vendors.

Key Competencies

• Organization and time management
• Accuracy and attention to detail
• Customer Service Orientation
• Communication skills
• Teamwork and collaboration

EEO Statement All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.