Administrative Assistant: Transportation / Fleet

Fleet Administrative Assistant

Job Status: Full Time / Monday – Friday 40 hours / 8:30 AM – 5:00 PM

On-Site Location of Employment: The Greater Cherry Hill (Township) NJ area.

Pay Rate: Salary $48,750 to 51K based on experience / Bonus to be discussed potential in person

Career Level: Mid-Level Reports to: General Manager / Accounting Manager.

Company Screening: Must successfully complete pre-employment testing / back ground / drug screening before starting date.

Essential Duties and Responsibilities

Job Description

Provides administrative support to ensure efficient operation of office. Answers phone calls, respond to emails supports fleet managers and accounting manager. Carries out administrative duties such as filing, typing, copying, binding, scanning etc. Exhibits polite and professional communication via phone, e-mail, and mail.

Accountabilities:

• Data entry into Fleet Maintenance Systems and maintenance of vehicle files, registrations and insurance information.
• Proactive tracking and customer alerts for known Expiring insurance certificates for vehicles leased.
• Weekly/Period financial reporting to key stakeholders
• Additional duties as assigned by accounting manager.
• Assistance with insurance claim filing, reporting and status
• Assistance to customer and organization with leasing contracts, insurance certificates and invoices.
• Daily filing and help with organization
• Daily truck tracking reports.

Company Interactions:

• Ability to effectively communicate with partners in a professional and constructive manner.
• Ability to learn and update multiple accounts payable systems.
• Must have strong analytical and problem-solving skills in order to formulate effective action plans to deal with issues proactively.
• Collaborate with peers to balance daily workloads and support the business.
• Ability to handle extremely sensitive and business confidential information.
• Strong attention to detail.
• Flexible and able to work under pressure to include tight deadlines and multiple projects with strong organizational skills. · Proactively work to organize, respond to needs and anticipate what is needed by the individuals for whom she/he supports
• Ability to work independently and within a team
• Manage, prepare and file all expense reports for the Leadership Team in proactive and timely fashion and ensure proper documentation
• Must have a Team / collaboration based approach to decision making.
• Must have a “Can Do” attitude with a willingness to assist others in completing activities as needed.

Qualifications/Requirements

• High School diploma or GED
• Ability to effectively communicate with partners in a professional and constructive manner.
• Ability to learn and update multiple accounts payable systems
• Must have strong analytical and problem-solving skills in order to formulate effective action plans to deal with issues proactively
• Collaborate with peers to balance daily workloads and support the business.
• Willingness to embrace change and all other assigned duties for the greater good of the team
• Ability to handle extremely sensitive and business confidential information
• Produce/review various performance reports to drive results
• Strong attention to detail
• Flexible and able to work under pressure to include tight deadlines and multiple projects with strong organizational skills.
• Ability to work independently and within a team
• Must have a “Can Do” attitude with a willingness to assist others in completing activities as needed.

Key Skills / Experiences: Fleet Maintenance & Insurance Claims

• Minimum of one year experience in an administrative position
• Minimum of three years’ experience in insurance claim filing, reporting
• Manage communications through phone, email, fax, mail, etc.
• Proficient Computer Skills (Outlook, Word, Power Point, Excel)
• Strong passion for customer service and team effort.
• Ability to learn and update multiple accounts payable systems
• Able to assist with account management duties.
• Strong team player and committed to teamwork in all situations
• Excellent written and oral communications skills
• Demonstrated ability to leveraging system and tools
• Must have good interpersonal skills in order to interact/contribute to team and communicate with others in a professional manner
• Bilingual (English / Spanish) a plus.