Administrative Assistant – Procurement Department

Location:

Beaumont, TX

Salary Range

$19-$23 per hour DOE

Position Overview:

The Administrative Assistant in the Fleet Management and Procurement Department provides essential support in coordinating fleet operations, procurement activities, and administrative tasks. This role ensures efficient workflow, maintains records, and assists in the smooth functioning of departmental activities.

Key Responsibilities:

Fleet Management Support:

• Assist in tracking and scheduling vehicle maintenance, inspections, and repairs.
• Maintain records of vehicle registrations, insurance, DOT Inspections, and mileage logs.
• Coordinate with drivers and service providers for vehicle-related issues.
• Monitor fleet expenses and assist in budget tracking.
• Support in tracking vehicle availability and allocation to technicians.
• Support in tracking accidents and incidents surrounding vehicles or equipment

Procurement Support:

• Assist in processing purchase orders, vendor invoices, and procurement documentation.
• Maintain supplier and vendor databases, ensuring accurate records.
• Support in obtaining price quotes and comparing supplier bids.
• Assist in inventory control, stock management, and reorder processes.
• Coordinate delivery schedules and follow up on pending orders.

Administrative Tasks:

• Handle correspondence, phone calls, and emails related to fleet and procurement operations.
• Maintain organized files, records, and reports for easy retrieval.
• Prepare reports, presentations, and meeting minutes as required.
• Assist in processing expense reports and reconciling procurement expenses.
• Ensure compliance with company policies and regulatory requirements.

Qualifications & Skills:

• Diploma or bachelor’s degree in business administration, Logistics, or a related field.
• 2 years of experience in an administrative or procurement support role.
• Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Attention to detail and problem-solving capabilities.
• Knowledge of fleet management or procurement systems is an advantage.
• Must be 25 years of age or older for company vehicle insurance requirements.
• Must have a clean driving record.

Work Environment:

• Office-based with occasional visits to fleet service providers or suppliers.
• Interaction with internal departments, vendors, and fleet personnel.

Benefits:

• Competitive salary and benefits package.
• Opportunities for professional development and growth.