Shop Administrative Assistant (Truck Maintenance)

About the role

The Shop Administrative Assistant supports the daily administrative and accounting functions of the fleet repair facility and assigned fleets to ensure efficient shop operations and excellent customer service.

Essential Duties and Responsibilities

• Answer and manage incoming phone calls in a professional and courteous manner.
• Provide driver/customer support, scheduling assistance, and general shop communication.
• Aid with daily office operations and administrative tasks as needed.
• Maintain organized records and documentation for shop and fleet operations.

Accounting & Financial Responsibilities

• Support accounting department as it relates to A/P and A/R transactions.
• Provide supporting documentation for invoice payments.
• Aid with work order and invoice processing, vendor communication, and payment tracking.
• Ensure accurate data entry and timely processing of financial information.

Service & Repair Order Support

• Add and manage parts on repair orders to support service operations.
• Aid management and technicians with administrative support related to repair orders and invoicing.
• Maintain accurate records of parts, invoices, and service documentation.

Federal DOT Compliance

• Track, organize, and maintain truck file records to ensure regulatory compliance.
• Cook up fleet registration renewals, monthly / quarterly mileage reporting and permit tracking, plates and license distribution for equipment as needed.
• Monitor upcoming renewals and coordinate information flow prior to renewal deadlines.
• Support equipment titling process, corrections, replacements, etc.

Qualifications

• A high school diploma or equivalent is required.
• Previous administrative, accounting, or automotive/truck repair facility experience is preferred.
• A basic understanding of Accounts Receivable and Accounts Payable processes is necessary.
• Strong organizational skills and attention to detail are essential.
• Proficiency in Microsoft Office and shop management/accounting software is required.
• The ability to multitask and work in a fast-paced environment is important.
• Strong communication and customer service skills are crucial.
• The ability to maintain confidentiality and handle sensitive financial information professionally is necessary.

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods.
• Occasional lifting of office supplies or parts documentation up to 20 pounds.

Work Environment

An office environment within a fleet truck repair/service facility. Frequent interaction with technicians, drivers, and vendors.

Key Competencies

• Organization and time management.
• Accuracy and attention to detail.
• Customer Service Orientation.
• Communication skills.
• Teamwork and collaboration.