Administrative Assistant

Shift: Monday–Friday, 8 AM–5 PM

Responsibilities

• Answering phones
• Processing orders for vehicle acquisitions through company purchasing platform
• Creating work orders to accurately track vehicle maintenance and repairs
• Scheduling appointments for vehicle maintenance and inspections
• Updating database by importing and exporting data from one program to another
• Entering vendor work orders into the system
• Maintaining various accounts such as fuel cards and GPS—adding and removing drivers and vehicles; monitoring speeding, etc.
• Creating and processing monthly invoices in Excel
• Maintaining vehicle spreadsheets: keeping current for multiple companies
• Renewing registrations
• Keeping insurance files updated
• Filing work orders accordingly
• Utilizing QuickBooks
• Taking cash and credit payments; processing debits and credits
• Notifying customers of credits or late payments
• Maintaining petty cash and deposit log
• Other duties as assigned

Qualifications

• High school diploma or G.E.D.
• Established residency in Pennsylvania
• Valid PA driver’s license and good driving record
• Proficiency with fleet software a plus
• Proficiency with Microsoft Office programs: Outlook, Word, and Excel
• Proficiency using QuickBooks
• Proficiency maintaining databases and files (both electronic and hard copies)
• Excellent data entry skills
• Strong math skills
• Strong communication skills—oral and written
• Strong organizational skills
• Ability to work effectively and professionally in a fast-paced environment