Equipment Administrative Assistant

Job description

Purpose: The role of the Equipment Administrative Assistant is to perform standard and routine administrative support for the Equipment Department and the Equipment Manager.

Work Schedule: Flex-schedule, Nominal 8 hours per day; Monday through Friday

Responsibilities:

· Monthly mileage Logs- track mileage logs for every vehicle companywide, contact employee for monthly submission, update mileage spreadsheets

· Assets- monthly spreadsheet with additions/ deletions and moves; track all assets in Mobile Asset program; audit yearly to make sure all deprecation schedules are up to date

· Insurance- update spreadsheet for carriers as needed; add/remove insurance coverage as needed

· Bills- assist AP with coding for purchases

· Assist with Equipment Manager's monthly reports from Accounts Payable- scan/ file repair and maintenance items for quick reference

· Enterprise Fleet- assist Equipment Manager with order/sale of vehicles as needed; monitor bills; organize of paperwork by truck; assign VIN #s; maintenance tracking

· Vehicle Tracking System- monitor use; weekly audits of system to make sure they are working; renew yearly

· Acquisition of equipment- assist Equipment Manager with purchase of equipment; sale of old equipment; paperwork and organization of data

· Maintain vendor list

· Maintain Repair Shop List

· Auto Fringe Benefits- process yearly; run Kelly Blue Books and complete spreadsheets for employees to sign; give to payroll for it to be process first payroll in December each year

· Cross train with Administrative Department
Key Tasks:
· Support equipment department in day-to-day duties, projects, and general needs.

· Continually check work email for all correspondence related to job responsibilities.

· Input monthly company vehicle mileage on spreadsheet (compute personal mile spreadsheet)

· Report and track all Assets

· Add & Delete Insurance coverage as needed

· Update spreadsheets for insurance carriers

· Assist Accounts Payable with coding on items purchased for different locations

· Assist Equipment Manager with monthly reports from Accounts Payable

· Scan all receipts and organize each month

· Assist in ordering, selling and trading of all vehicles

· Keep up with required maintenance schedules on all fleet

· Acquisition of all equipment

· Maintain an accurate Vendor and Repair Shop List

· Complete Auto Fringe Benefits yearly

· Assist with vendor invoice entering and clarification.

· Assist management with recordkeeping paperwork.

· Maintain filing, document retention and tracking for various departments and functions.

Essential Qualifications

· Able to work under a time constraint

· Knowledge of computer programs and internet

· Attention to detail

· Able to work late and weekends per workload

· Ability to work on a team and multi-task

· Ability to maintain, keep, and secure confidential/protected information.

· Possess polished and professional interpersonal skills with a positive attitude and a customer-oriented mindset

· Possess strong organizational skills.

· Maintain strong attention to detail.

· Be self-motivated and able to motivate others.

· Effective decision maker and problem solver. Ability to analyze information and evaluate results to choose a solution.

· Excellent communication skills both written and verbal delivered with tact and professionalism.

Work Conditions:

· Sitting or standing for extended periods of time.

· Ability to concentrate and simultaneously adapt to changing priorities on a regular basis.

Environment:

Equipment Administrative Assistant works within the administrative team in an office environment.

Job Type: Full-time

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Excel: 2 years (Required)

Language:

• English (Required)

Work Location: One location