Fleet Maintenance Administrative Assistant

Essential Responsibilities, Duties & Tasks

• Coordinate, track & initiate payment to vendors and suppliers. Contact vendors to reconcile pricing and invoice discrepancies.
• Enter work orders in EAM database, research missing information, compose reports, and generate daily PMI work orders. Provide support in scheduling repairs to ACCESS, CAT and other program vehicles, including scheduling of repairs by outside vendors.
• Maintain a detailed parts inventory and price comparative database; order and receive parts from vendors, stock parts as required.
• Generate customer payment invoices and statements based on month end closing of all repair orders and send out billing requests. Evaluate all invoices and statements to ensure proper payment is made. Maintain a file and track all customer invoices to ensure proper billing.
• Monitor, track and maintain the maintenance budget and assist the Maintenance Manager in resolving discrepancies.
• Initiate and track warranty claims to ensure proper credits are received. Receive warranty parts and core parts from maintenance shop, document and return to vendors for replacement or credit. Track and verify credit was received from vendors.
• Keep general office supplies replenished; organize and file completed work orders, invoices, and forms; answer phones. Track and enter payroll for maintenance department.