REEVES | Shop Administrative Assistant - Duncan, SC

Mission

We are looking for a responsible Shop Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees and managing our equipment shop related administrative activities. Administrative Assistant responsibilities include entering information into our fleet software, compiling data, and preparing reports. The ideal candidate should have excellent oral and written communication skills and be detail orientated.

Main Responsibilities

• Enter work orders and equipment meter readings into fleet software
• Code parts & service invoices to the proper accounts
• Enter purchase orders into system
• Attend meetings, take detailed minutes, and distribute
• Export data from various systems, compare, and enter changes
• Compile data and communicate through regularly scheduled reports
• Monitor vehicle preventative maintenance due and follow up with drivers
• Update and maintain policies and procedures
• Order shop supplies as needed
• Liaison to IT for mobile device support

Additional Responsibilities

Rentals:

• Oversee entire rental process from acquiring to return including PO/Receipt/Approval, REV# Request, Monitor Utilization, Returns, Swaps, etc.…
• Rental True Up (Monthly)
• Rental Repair Needs – Parts Ordering/Schedule Repair with shop if done in house. Schedule with Outside Vendor if needed.
• Rental return checks in with BU/PM/PE, based off rental return date.
• DARCI Stickers
• Rental fleet check (Monthly) – verify location, equipment condition, utilization.
• Keep Rental Tracker up to date.

Vehicle / Equipment Recalls:

• Individual JDE Workorder is to be created for each occurrence.
• Attach copies of the notice and the repair invoice/workorder from the dealer

Shop Inventory:

• Build shop inventory list with on-hand parts.
• Work with Tony and David to establish inventory needs for equipment

Equipment / Truck Oil Samples:

• Review sample paperwork from mechanics.
• Enter sample information into Castrol LabCheck for submission via App/PC
• Monitor sample results and contact BU Manager when failed sample returns.
• Follow up with resample or oil change needs.
• Mail samples within 5 days of being pulled.

Accounting Functions:

• OnBase Coding
• PO Creation
• Shop Allocation
• Fuel Allocation
• Filing

Skills

• Proven experience as an administrative assistant preferably in a fleet environment
• Knowledge of office management systems and procedures
• Proficiency in MS Office (MS Excel, MS Word) and Teams
• Excellent time management skills and the ability to prioritize work
• High level of attention to detail and problem solving skills
• Team player who can also work independently
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task

Education

• High School degree.

Benefits and Compensation

Competitive pay & comprehensive benefits include paid holidays, vacation, life insurance, accidental death & dismemberment insurance, group health plan options (incl. medical, dental & vision, HSA, FSA), short term disability benefits & 401(k)/401(k) Roth w/company match.

**Drug-Free Workplace**
**E-Verify Participating Company**