Job Title: Administrative Assistant

Job Description

This position is responsible for processing all work orders, providing inventory support, and managing purchase orders. The role also includes offering billing and clerical support when needed, ensuring the demonstration of integrity, heritage, fairness, quality, and community service in all functions and responsibilities to achieve departmental goals.

Responsibilities

• Input work orders in Vehicle Tracker software.
• Update and maintain inventory records.
• Check in parts deliveries.
• Count inventory during off hours, which may include travel to other terminals.
• Assist with transitions to new procedures and software.
• Perform assigned accounting duties.
• Sort and scan documents.
• Provide back-up support for accounting jobs as assigned.
• Handle all mail, correspondence, phone calls, and transactions efficiently and pleasantly.
• Deliver high-quality, cost-effective customer service.
• Participate effectively as part of the team, assisting when appropriate and requesting help as needed.
• Adhere to company policies, procedures, and safety regulations, using all necessary safety equipment and reporting any unsafe acts or conditions.

Essential Skills

• Proficiency in Vehicle Tracker software for work order input.
• Experience in Microsoft Office, including Excel and Outlook.
• Strong administrative and clerical skills.
• Excellent customer service abilities.
• Detail-oriented with strong organizational skills.
• Experience with data entry and calendar management.

Additional Skills & Qualifications

• Experience with Truck Mate software for billing purposes.
• Ability to invoice freight bills and manage freight bill documentation.
• Capability to approve driver pay and perform light office duties.
• Flexibility to provide back-up for accounting roles as needed.

Work Environment

The position is based in a small office with a total of four people. The work schedule is Monday through Friday, 8 AM to 5 PM, with approximately one hour of overtime daily. The dress code is casual, allowing jeans and a nice shirt. Employees are open to starting earlier if needed, and the company is family-owned, emphasizing employee care and support.