Administrative and Fleet Coordination Assistant

Complete Thermal Control is seeking a dependable, efficient, and detail-oriented Administrative / Fleet Coordinating Assistant to perform a variety of administrative and fleet tasks. Duties of the Administrative / Fleet Coordinating Assistant include providing support to our Managers and employees, assisting with HR related matters such as Onboarding/Offboarding and payroll, handling our vehicle fleet coordination, including driving company vehicles to repair shops, and assisting with daily office needs such as running occasional errands. The ideal candidate should have excellent oral and written communication skills, strong attention to detail, proficiency in MS Excel and Word and/or Google Docs/Sheets, ability to adapt to procedural changes, and a willingness to learn and perform other duties as assigned. If you have previous experience as a Fleet Coordinator or Administrative Assistant and familiarity within our industry, we’d like to meet you! Ultimately, a successful Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities:

• Perform various Human Resources related tasks
• Assist with Onboarding/Offboarding of staff
• Compile and analyze data for daily Audit Report
• Compile and analyze data for monthly Fuel and Mileage Report
• Compile technician hours and travel pay for Payroll
• Ability and willingness to assist with fleet logistics, including driving company vehicles to local service providers.
• Assist with the coordination of office events
• Email mandatory weekly safety bulletins to field employees
• Email New Hire Report when applicable
• Answer and direct any overflow of phone calls
• Liaise with Management to handle requests and queries from Executives and Managers
• Maintain appropriate electronic filing systems
• Maintain tracking logs and directories
• Manage and maintain uniform inventory
• Manage and maintain vehicle fleet and related tasks
• Order office supplies and research new deals and suppliers
• Responsible for booking travel arrangements if/when needed
• Update and maintain office policies and procedures
• Learn and perform other duties as assigned

Skills:

• Ability to analyze and problem solve
• Ability to cross-train and fill-in where needed
• Ability to learn new computer software
• Ability to make decisions quickly and accurately
• Ability to work efficiently in a fast-paced environment
• Ability to work independently and also in a team environment
• Ability to adapt to procedural changes
• Attention to detail is a MUST
• Excellent time management skills and the ability to prioritize work
• Excellent written and verbal communication skills
• High School diploma; additional qualification as an Administrative Assistant or Secretary will be a plus
• Knowledge of office management systems and procedures
• Proven experience as an administrative assistant
• Proficiency in MS Office (MS Excel and MS Word, in particular)
• Self-starter attitude is necessary
• Willingness to take initiative is a must
• Strong organizational skills with the ability to multi-task
• Working knowledge of office equipment, such as computers, printers, and fax machines (must be able to regularly maintain your own computer and related equipment)

Job Type: Full-time

Pay: $22.00 - $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Administrative experience: 2 years (Required)

Language:

• English (Required)

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Rancho Cucamonga, CA 91730 (Required)

Work Location: In person