Administrative Aide

Administrative Aide

This position consists of approximately 50% office-based responsibilities and 50% field work and inside the vehicle upfitting bays. Employees in this role may be routinely exposed to loud noise levels and varying temperatures due to the nature of the work environment. Strong computer proficiency is essential for this position. Additionally, excellent organizational skills, effective time management, and the ability to prioritize multiple tasks are critical to successfully performing the duties of this role.

Responsibilities

• New Car Receiving and New Car Lot Management
• Helps to receive and inspect all new vehicles, ensuring alignment with Purchase Orders (PO), Invoices, and DBM Specifications for acceptance.
• Complete and process the MSP 16-11 (Vehicle Check In) form for each new vehicle.
• Verify and sign all relevant documents and keys, ensuring accuracy and completeness.
• Update vehicle records in Monday.com and any required spreadsheets to reflect current status.
• Maintain an up-to-date inventory of vehicle movements, including row movements, and the in-and-out tracking of vehicles from bays and ESD (Enhanced Service Department) within Monday.com.
• Ensure familiarity with the status and location of all vehicles within the lot.
• Manage and maintain an organized system for tracking and handling all new vehicle keys.
• Enter VINs in the new key system.
• New Car Deployment Planning
• Helps with deployment of four new vehicles each week, which includes pulling and installing tags, EZ Passes and Fuel Keys.
• Helps identify and address obstacles that may delay the deployment schedule, working closely with MVD management to implement solutions.
• Collaborate with ESD personnel to coordinate the delivery, receiving, and inspection of new vehicles.
• Conduct a post-receipt Q&A process to ensure minimal disruption for end users during vehicle deployment.
• Communicate with MVD management about any issues with the ESD timeline.
• Administrative Processing of Equipment Requisitions
• Discuss material needs with the Upfitting Supervisor - including but not limited to bolts, nuts, lights, wiring, and other maintenance materials.