Class 8 Truck Repair is currently hiring for one Service Administrative Assistant. We have included the qualification below and are looking for a individual with advanced level of Microsoft Excel.
Strong oral and written communication. Must be well organized, possess good administrative skills. Able to relate to fellow office and shop employees. Excellent communication skills and highly motivated. Working knowledge of TMT Maintenance Software program, Excel, PowerPoint & Word. Must have some knowledge of DOT regulations, ELD procedures, bulk transportation, and dispatch procedures.
Essential Duties: Perform administrative duties, record keeping and administrative functions. Assist the Maintenance Director. Responsible for tracking PM services and maintenance files on all equipment. Assure all shops inventory is correct. Correct mileage errors for all shops repair orders. See that clerical duties of the shops are processed in a smooth manner. Complete other projects assigned.
Specific Duties and Responsibilities (but not limited to):
Equipment Tracking: Track all equipment in excel Master Files and AS400
Make necessary changes from all terminal’s equipment transfer forms in AS400/TMT
Track all maintenance files for each terminal. Process and track all Owner Operator / Puller information. Enter Owner Operator / Puller information into AS400/TMT. Process & track Bill of Sales.
Lease Tires – Due by 9th of month. Run report & calculate monthly miles for billing. Set up to Goodyear standards and email/manage complete Goodyear lease program. Set up Billable miles from Goodyear to Apex standards and distribute.
Monthly Mileage Report. Run mileage report in AS400/TMT. Calculate monthly mileage for each tractor in Excel. Verify equipment to Hub report and correct. Run PM Service weekly for all divisions. Circle equipment 80 days or more and send out to appropriate terminal.
Ratio Report: Run 3 separate reports for all shops & wash racks. Access P&Ls from accounting
and process expense report. Process Yard Recap, Schedule, and Non-schedule repair orders & Purchase order forms. Process monthly miles report. Verify all equipment is in proper terminals.
Enter all information on Ratio report form give to Maintenance Director for approval.
Daily Repair Order/ROPO’s/Invoice review: Run & Print out weekly repair orders. Give to Maintenance Director for Warranty returns needed. Send out to appropriate terminals.
Process all warranty tracking from terminals. Process all warranty credits & reimbursements.
Citations – Approximately 10 monthly. Process check request with A/P. Process all companywide citations. Call courts and find out our fee. Enter on to Citation tracking sheet & Operations Weekly tracking sheet. If necessary, process check request & memo’s concerning fees.
Fleet One checks & Receipts – Approximately 20 monthly. Process all companywide EFS. Enter on tracking sheet and process any RO/PO’s necessary.
TMT Maintenance Software:
▪ Manage ALL RO’s turned into invoices daily and report high dollar findings to Director of Maintenance
▪ Enter employee information in TMT
▪ Manage all unit updating, adding move information, enter notes in unit information
▪ Enter customer/vendor information
▪ Work with vendors on past due invoices and process through TMT
▪ Assist Accounting with errors
▪ Contact Tech Support when issues arise within program
▪ Work with Fleet Parts Manager daily on vendor invoices that need to be processed
▪ Scan PM sheets, DVIR, citations, inspection forms, tire audits sheets into TMT
▪ Reopen orders if needed
Employees: Track hourly employees’ days off, set-up / track / maintain employees training for State and perform payroll on Mondays. Any other duties consistent with and pertaining to the position.
Physical Requirements:
Ability to sit for a long period of time, communicate on the telephone, ability to lift 25 lbs.
Certificate Requirements: Proficiency in Microsoft Word, Outlook, Access and expert level Excel spreadsheets and databases proficiency.
Working knowledge of computer applications such as Microsoft Office, A/S400 and other similar applications.
Job Type: Full-time
Pay: $18.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Work Location: In person