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Posted : Monday, July 22, 2024 07:29 AM
*Job title*
_Administrative Assistant (Effective as of 5/1/22)_
*Reports to*
_Service Manager_
*Job purpose*
Under the direction of the Service Manager, and in cooperation with all divisions of the company, is responsible for administrative functions at the branch assigned to.
*Duties and responsibilities* * Utilizes computerized accounting software programs (Excel, word, ASA) to perform duties and responsibilities * Make sure service department counter and customer areas are stocked, clean and professional looking * Assistance service manager with submittal of time off requests, meal violations, manager expense reports and other payroll items * Commit tires in ASA prior to service technicians leaving facility * Assist with nonstock & stock receiving and processing (see procedures for entire process) * Process and submit supply request to Controller by 25thof every month * Report any damage or broken tools and get quote for replacement to Controller for approval * Provide quote for tool replacements over $200 to Controller for approval and purchase order * Assist with returns and warranty adjustments * Make sure all employees are performing morning stretches and signing logs daily.
Email weekly log to Controller no later than 9am Monday mornings * Make sure monthly huddles and vehicle inspections are completed accurately and turned in to Controller by the deadline assigned * Reconcile work list and commercial logs daily * Assist with sending over sellout program invoices to Controller at the close of each day * Verify all work orders are turned in to the billing department and accurate within 24 hours of job completion * Email TPID work orders to back office daily * Email work orders to billing for processing within 24 hours of service/install completion * Email invoices and all back up processed in the service department to President and Controller at the close of each day * Assist Service manager with clean up on open/deferred/work orders in ASA that are over 30 day’s * Work with Controller on any vehicle maintenance and repairs and schedule in the time frame provided * Operates office equipment including personal computer, copiers, fax machines and 10-key calculator * Follow up with service manager to verify all requests have been completed or responded to * Verify end of day and paperwork is complete and delivery to back office daily * Make bank deposits daily * Check mailbox and deliver mail to back office daily and unopened * Organizes and maintains retention files for required period time * Verify and work with controller to make sure all new hire document, training and uniforms are completed within time frame assigned * Report and work with controller on any internet, phone or computer/printer issues * Any other duties as assigned by the Service Manager or upper management *Qualifications* * High School Diploma (or equivalent) or two years of related experience and or training.
* Possess a high level of technical expertise, ability to apply skills to continuous process improvement while maintaining maximum levels of safety.
* Basic computer skills * Minimum year office and clerical experience * Basic computer skills and word processing * Good mathematical background * Some experience with spreadsheets and automated accounting systems * Ability to sort, check, count, and verify numbers * Ability to multi-task, prioritize and work efficiently * Ability to listen, communicate (written and verbal), excellent grammar, spelling and proof reading skills and follow-up effectively with all staffing levels and clients/customers * Ability to work independently, self-starter, energetic * Ability to demonstrate good common sense and sound judgement * Ability to anticipate work needs and follow through with minimum direction * Ability to identify problems or issues needing attention and determine appropriate priority and handling.
* Must have an acceptable driving record, and a valid driver’s license in California.
Copy of H6 Driving Record Required.
Insurance Company approval required * Drug test and physical required *Working conditions* * Regularly exposed to moving vehicles, fumes or airborne particles that may be toxic, and the use of computer keyboards and computer screens, and compressed air (in tires or tanks), that can be explosive.
Occasionally exposed to wet and / or hot or cold conditions, and outdoor weather conditions.
* The noise level in the work environment is usually loud.
* Regularly works 30 – 40 hours per week *Physical requirements* * Regularly required to work standing up, walking, crouching, climb and / or balance, driving, using hands, legs and fingers.
* Must regularly lift and / or move up to 10 pounds, frequently lift and / or move up to 20 pounds * Close vision, distance vision, color vision, peripheral vision, depth perception *Primary Interaction* * All Management, sales and service personnel, and customers *Approved by:* *Date approved:* *Employee Signature:* *Date Signed:* Job Type: Part-time Pay: $19.
00 - $20.
00 per hour Expected hours: 15 – 20 per week Benefits: * Employee discount Schedule: * 4 hour shift * Day shift * Monday to Friday People with a criminal record are encouraged to apply Experience: * Customer service: 2 years (Required) Work Location: In person
*Duties and responsibilities* * Utilizes computerized accounting software programs (Excel, word, ASA) to perform duties and responsibilities * Make sure service department counter and customer areas are stocked, clean and professional looking * Assistance service manager with submittal of time off requests, meal violations, manager expense reports and other payroll items * Commit tires in ASA prior to service technicians leaving facility * Assist with nonstock & stock receiving and processing (see procedures for entire process) * Process and submit supply request to Controller by 25thof every month * Report any damage or broken tools and get quote for replacement to Controller for approval * Provide quote for tool replacements over $200 to Controller for approval and purchase order * Assist with returns and warranty adjustments * Make sure all employees are performing morning stretches and signing logs daily.
Email weekly log to Controller no later than 9am Monday mornings * Make sure monthly huddles and vehicle inspections are completed accurately and turned in to Controller by the deadline assigned * Reconcile work list and commercial logs daily * Assist with sending over sellout program invoices to Controller at the close of each day * Verify all work orders are turned in to the billing department and accurate within 24 hours of job completion * Email TPID work orders to back office daily * Email work orders to billing for processing within 24 hours of service/install completion * Email invoices and all back up processed in the service department to President and Controller at the close of each day * Assist Service manager with clean up on open/deferred/work orders in ASA that are over 30 day’s * Work with Controller on any vehicle maintenance and repairs and schedule in the time frame provided * Operates office equipment including personal computer, copiers, fax machines and 10-key calculator * Follow up with service manager to verify all requests have been completed or responded to * Verify end of day and paperwork is complete and delivery to back office daily * Make bank deposits daily * Check mailbox and deliver mail to back office daily and unopened * Organizes and maintains retention files for required period time * Verify and work with controller to make sure all new hire document, training and uniforms are completed within time frame assigned * Report and work with controller on any internet, phone or computer/printer issues * Any other duties as assigned by the Service Manager or upper management *Qualifications* * High School Diploma (or equivalent) or two years of related experience and or training.
* Possess a high level of technical expertise, ability to apply skills to continuous process improvement while maintaining maximum levels of safety.
* Basic computer skills * Minimum year office and clerical experience * Basic computer skills and word processing * Good mathematical background * Some experience with spreadsheets and automated accounting systems * Ability to sort, check, count, and verify numbers * Ability to multi-task, prioritize and work efficiently * Ability to listen, communicate (written and verbal), excellent grammar, spelling and proof reading skills and follow-up effectively with all staffing levels and clients/customers * Ability to work independently, self-starter, energetic * Ability to demonstrate good common sense and sound judgement * Ability to anticipate work needs and follow through with minimum direction * Ability to identify problems or issues needing attention and determine appropriate priority and handling.
* Must have an acceptable driving record, and a valid driver’s license in California.
Copy of H6 Driving Record Required.
Insurance Company approval required * Drug test and physical required *Working conditions* * Regularly exposed to moving vehicles, fumes or airborne particles that may be toxic, and the use of computer keyboards and computer screens, and compressed air (in tires or tanks), that can be explosive.
Occasionally exposed to wet and / or hot or cold conditions, and outdoor weather conditions.
* The noise level in the work environment is usually loud.
* Regularly works 30 – 40 hours per week *Physical requirements* * Regularly required to work standing up, walking, crouching, climb and / or balance, driving, using hands, legs and fingers.
* Must regularly lift and / or move up to 10 pounds, frequently lift and / or move up to 20 pounds * Close vision, distance vision, color vision, peripheral vision, depth perception *Primary Interaction* * All Management, sales and service personnel, and customers *Approved by:* *Date approved:* *Employee Signature:* *Date Signed:* Job Type: Part-time Pay: $19.
00 - $20.
00 per hour Expected hours: 15 – 20 per week Benefits: * Employee discount Schedule: * 4 hour shift * Day shift * Monday to Friday People with a criminal record are encouraged to apply Experience: * Customer service: 2 years (Required) Work Location: In person
• Phone : NA
• Location : 249 Tank Farm Rd, San Luis Obispo, CA
• Post ID: 9051900683
