Fleet Administrative Assistant

Position Purpose

The Fleet Administrative Assistant supports the trolley maintenance shop by managing parts inventory and providing general administrative support. This position is responsible for ordering, organizing, and distributing parts, maintaining vendor relationships, and ensuring accurate inventory tracking. The role also handles office duties such as responding to inquiries, filing, mailing, and data entry.

Essential Functions

• Answer telephone and company emails, and direct calls and emails to the appropriate person.
• Take and deliver messages to the appropriate person.
• Accurately complete and file monthly Mileage Reports for the tour and service vehicles.
• Maintain accurate log for fleet registration renewals; AR/AP Manager of expiring registrations.
• Accurately code company billings for Fleet Manager’s Approval.
• Manage and maintain an accurate and organized inventory of all trolley parts, components, and supplies in parts management/fleet management system and on location.

Required Knowledge, Skills, And Abilities

• A high degree of self-motivation and the ability to work independently or as a team within the scope of established rules and regulations.
• Knowledge of administrative and clerical procedures and systems, managing files and records, and other office procedures and terminology.
• Proficient in systems such as Microsoft Word, Excel spreadsheets, Outlook email, including researching and retrieving data from the internet.
• Knowledge of inventory management principles and practices.
• Familiarity with parts cataloging and identification systems.

Qualifications

• Previous experience in clerical, secretarial, or business administration preferred.
• Prior experience in parts management.