Administrative & Parts Support Assistant

Administrative Assistant

Position Summary: The Administrative Assistant provides daily administrative, customer service, documentation, and organizational support to CTTECH branch leadership and operational teams. This position assists service, shop, parts, accounting, HR, customers, vendors, and corporate support functions by maintaining accurate records, coordinating communications, supporting repair order and invoice documentation, preparing reports and correspondence, organizing files, and helping maintain efficient branch office workflow. The role is administrative first and may provide assistance whenever needed based on training, business needs, and branch direction. Administrators who do not currently have parts knowledge may be trained over time to assist with basic parts questions, parts sales support, parts counter coverage, documentation, and communication so the branch can support customers and coworkers effectively. The role is expected to demonstrate professionalism, confidentiality, attention to detail, timely follow-up, a willingness to help where trained and able, and alignment with CTTECH safety and customer-service standards.

Essential Functions: Provide daily administrative support to branch leadership, service personnel, technicians, parts personnel, customers, vendors, and corporate support teams. Answer and route telephone calls, greet visitors, monitor assigned email communications, and support professional customer and vendor follow-up. Create, organize, update, and maintain branch files, repair order documents, customer records, vendor documents, training records, safety records, and other assigned administrative records. Assist with repair order documentation, estimates, invoice preparation, purchase orders, packing slips, expense documentation, labor records, parts usage, and branch reporting as assigned. Prepare spreadsheets, trackers, meeting notes, branch communications, reports, and routine correspondence for leadership review, as needed. Provide basic parts assistance whenever needed and when trained or directed, including helping with parts counter coverage, customer questions, and branch follow-up. Support basic parts sales or parts-related customer service as knowledge and training allow, with guidance from parts personnel or branch leadership as needed. Coordinate with approved vendors regarding basic documentation, order status, or delivery questions as assigned, while escalating parts-specific issues to parts personnel or branch leadership. Maintain clean, safe, and organized office, parts counter, storage, and receiving areas. Maintain confidentiality of employee, customer, vendor, payroll, financial, pricing, and company information. Follow CTTECH policies, branch procedures, purchasing controls, inventory controls, customer requirements, safety rules, PPE expectations, and environmental requirements.

Required Knowledge, Skills, and Abilities: Strong administrative, organizational, customer service, and follow-up skills. Ability to maintain accurate records, repair order documents, purchase orders, receiving records, inventory entries, cycle counts, and branch reports. Ability and willingness to learn basic parts processes over time to provide helpful branch support when needed. Ability to communicate professionally with customers, technicians, service writers, parts personnel, vendors, accounting, HR, and branch leadership. Ability to manage multiple administrative priorities in a fast-paced branch environment while helping in other areas when trained, able, and needed. Proficiency with Microsoft Outlook, Excel, Word, Teams, ERP, repair order, inventory, purchasing, or related business systems, or ability to learn required systems. Basic math skills sufficient to review quantities, pricing, purchase orders, parts documentation, invoices, and inventory counts. Strong attention to detail, dependability, confidentiality, and safety awareness. Ability to work independently and collaboratively while escalating discrepancies, customer concerns, inventory issues, and safety concerns appropriately.

Required Qualifications: High school diploma, GED, or equivalent practical experience required. One or more years of administrative support, customer service, parts, inventory, warehouse, purchasing support, service administration, or related experience preferred. Basic proficiency with Microsoft Office applications and ability to learn CTTECH business systems required. Ability to communicate professionally by phone, email, Microsoft Teams, in person, and through written documentation. Ability to pass company-required pre-employment, safety, and site-access requirements. Ability to work in office, parts storage, warehouse, shop-adjacent, and yard environments and comply with PPE and safety requirements. Ability to lift up to 50 pounds and perform the physical requirements listed in this job description, with or without reasonable accommodation.

Preferred Qualifications: Experience in truck, trailer, tanker trailer, fleet, transportation, automotive, heavy equipment, industrial maintenance, manufacturing, or repair service operations. Experience with repair order systems, ERP systems, inventory systems, purchasing systems, accounting systems, or document management tools. Experience with basic parts counter support or parts sales helpful but not required; willingness to learn basic parts support over time is preferred. Valid driver license with an acceptable driving record if assigned to parts pickup or delivery duties. Forklift, pallet jack, or material-handling experience preferred; training may be provided when required.

Supervisory Responsibilities: This position has no direct supervisory responsibilities. The role may coordinate routine administrative activities and provide helpful branch support when trained and directed, but formal work direction and employment decisions remain with branch or functional leadership.

Work Environment: Work is performed primarily in a CTTECH branch office, parts counter, parts storage area, warehouse, repair facility, shop-adjacent area, yard, or assigned business location. The role regularly interacts with branch leadership, service writers, technicians, parts personnel, customers, vendors, accounting, HR, and corporate support teams. The position may be exposed to office conditions, shop noise, moving equipment, forklifts, pallet jacks, weather, dust, grease, chemicals, welding or grinding activity, and other conditions associated with industrial repair and parts operations. Required PPE may include safety glasses, gloves, steel-toe footwear, hearing protection, hard hat, or other equipment based on task and location.

Physical Demands: Frequently sit, stand, walk, talk, hear, reach, grasp, and use hands to operate computers, phones, office equipment, and parts-handling equipment. Frequently view computer screens, repair orders, purchase orders, packing slips, inventory records, invoices, and branch communications. Lift, carry, push, or pull up to 50 pounds and use assistance or mechanical aids for heavier items. Occasionally bend, stoop, kneel, climb steps, and move through office, parts, warehouse, shop, and yard areas. Maintain visual attention, manual dexterity, and situational awareness in active branch environments.

Travel and Schedule: Branch-based work is expected. Occasional local travel may be required for parts pickup, delivery, training, customer support, vendor needs, or business requirements when authorized. Schedule may include overtime, adjusted start times, weekends, physical inventory support, month-end activity, or emergency branch support based on workload and customer demand.

Safety and Compliance Expectations: Immediately report unsafe conditions, near misses, injuries, damaged equipment, inventory discrepancies, documentation concerns, customer concerns, or environmental concerns to appropriate leadership. Do not operate vehicles or material-handling equipment without required authorization and training. Follow CTTECH policies, purchasing controls, inventory controls, customer site rules, confidentiality expectations, PPE requirements, and branch procedures. Maintain a safety-first mindset and stop work when unsure of the safe method or when hazards are present.

Training and Advancement: Complete CTTECH administrative onboarding, branch safety orientation, confidentiality training, customer service training, assigned business systems training, and basic parts support training as applicable. Demonstrate accurate repair order support, invoice and purchase order documentation, file maintenance, customer communication, branch reporting, and basic parts assistance as training and branch needs require. Demonstrate professional customer, vendor, technician, and internal communication. Complete assigned PPE, material handling, forklift, hazardous materials awareness, driver, customer site-access, or other task-specific training when required. Receive supervisor or trainer sign-off on administrative accuracy, safety behavior, customer service, systems proficiency, reliability, and readiness for any assigned basic parts support tasks.

Performance Expectations: Administrative Accuracy: Maintains accurate records, files, repair order documents, reports, employee paperwork, customer records, and branch data. Basic Parts Assistance: Learns and provides helpful parts support when needed, trained, and able, including basic customer service, documentation, communication, and counter coverage. Technician and Branch Support: Provides timely administrative support and limited parts assistance that helps branch workflow when needed. Customer and Vendor Service: Communicates professionally, follows up promptly, and escalates concerns appropriately. Organization: Maintains clean, safe, organized, and customer-ready office and parts areas. Confidentiality: Protects employee, customer, vendor, payroll, pricing, financial, and company information. Reliability and Teamwork: Maintains attendance, punctuality, follow-through, and constructive collaboration with branch and corporate teams. Safety Awareness: Follows PPE and material-handling requirements and reports hazards promptly.

EEO and Accommodation Statement: CTTECH is an equal employment opportunity employer. Employment decisions should be made without regard to legally protected characteristics and in accordance with applicable federal, state, and local laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position, consistent with applicable law.