Shop Administrative Assistant

888 Doremus Avenue, Newark NJ

Description

EMPLOYEE JOB DESCRIPTION ADMINISTRATIVE ASSISTANT Band: Job Family: Clerical FLSA Classification: Non-Exempt Job Code: EEO Class: (5) Administrative Support Workers Approved By: Date: Developed By: Job Summary: The Administrative Assistant is responsible for answering phone calls, processing paperwork, helping in maintaining control over parts inventory, processing parts and outside vendor invoices, as well as key communicator to field operations regarding scheduling and status of down equipment, whether for PMs or repairs. Ensures high level of service to external as well as internal customers. Essential Duties & Responsibilities:  Reviews repair orders and ensure parts are charged out  Close repair orders as needed  Assist in performing physical inventory and reconciliation  Responsible for entering invoices (i.e. parts / outside repairs)  Assist in training on Fleet systems for new employees  Update location on asset list and record in TMT  Maintain accurate asset listing in TMT  Update and insure accuracy of PM set up and schedules in TMT  Updates and corrects PM report as needed  Phone duties  Assist in breakdown overflow as needed  Handling DVIR’s from drivers  Assist Service Manager with scheduling work  Repair Order and Invoice Data entry  Coordinate a prompt, efficient, and timely flow of paperwork  Coordinates with Account Payable in the resolution of questions, concerns and processing procedures to ensure correct paperwork is forwarded to Accounts Payable o Statement Point of Contact o Review Weekly Report o Clean up Rejections and Errors o Upload in GP   Coordinates with vendors to resolve invoice problems and questions  Schedule PMs and routine maintenance with field operations  Communicate completion status on a timely basis to Field Managers  Communicate any unexpected delays to Field Managers  Identify areas of opportunity and possible solutions to Service Managers  Other office duties as needed Requirements:  Excel, Word Knowledge  Computer Data Entry Skills  Strong verbal and written communication skills  Analytical acumen  Ability to prioritize Other:  Must be able to lift 50 lbs  Must have valid Drivers License