Shop Administrator
Shop Administrator
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
The Shop Administrator will be responsible for procuring OEM and aftermarket parts and supplies through the approved supplier network invoicing customer repairs creating work orders checking in customers and collecting customer payments. This position must align directly with vehicle maintenance and repair shop processes and manage the flow of data through the shop maintenance system (TMT) in support of Finance/Accounting Fleet Operations and Shop Productivity
The Shop Administrator reports directly to the Director of Transportation and must be able to work closely with various company Managers/Departments. The Shop Administrator must be able to interact directly with Customers Technicians Drivers Finance/Accounting and Fleet Operations.
Responsibilities:
- Communication: This role will involve direct communication with employees customers vendors manufacturers and others. Professional communication via in person phone and digital communication is necessary.
- Day to day oversight of inventory control for all parts and supplies maintained in Logistics One inventory. This includes inventory levels verifying pricing adding new parts into inventory adding new vendors adding new customers barcoding of new parts/supplies etc.
- Creating and reviewing all purchase orders created by TMT system for accuracy prior to submitting to vendor/supplier. Receive all parts/supplies orders and input into TMT System to a complete status for final approval by shop manager.
- Physical inventory and ordering of liquid inventory such as oil coolant transmission fluid fuel etc.
- Review of all repair orders created by technicians for accuracy regarding parts used time and labor charged and move to completed status for final approval by Director of Transportation.
- Ensuring local state and federal DOT vehicle records are updated and kept in compliance. This includes maintaining all digital and physical records for internal and external customers as required by FMCSA and DOT. A high level of accuracy is required to meet compliance standards.
- Warranty Repairs: Responsible for recovering costs associated with all warranty repair work per warranty contract.
- Working with FleetNet road service provider to coordinate and schedule road service calls. Provide regular communication on status of service calls to FleetNet. This includes dispatching our mobile road service truck and driver providing them with all info on the call request and communicating with them through the call as needed.
- Working with outside fleet customers to schedule repair work communicate repair work orders and quotes to customer based on technician diagnoses. Obtaining work order authorizations from customers and updating customers on any issues and the status of repairs.
- Special projects and other duties may be assigned by Director of Transportation as needed. This will include performing repair work on equipment within skill set based on work volume as needed.
- Assisting the Director of Transportation to ensure the facility is maintained with a high level of housekeeping for organization and safety needs.
Schedule: Mon FRi 8am4:30pm
Experience: Strong customer service skills knowledge of inventory management systems understanding of commercial fleet service industry
Skills Required: Solid PC skills utilizing inventory management software Microsoft Office suite programs (Word Excel) dataentry and customer service skills to communicate verbally and in writing with our customers/vendors. Ability to work independently as well as part of a team.
Physical Demands: Sedentary position sitting up to 8hours/day. As needed the position requires being on shop floor as well as in various weather elements outside.
Work Environment: Administrative office setting within the fleet shop facility. When on shop floor safety protocols and PPE required for specific tasks. (Safety Glasses Ear Protection Safety Toe Shoes Gloves etc.)
Required Experience:
Unclear Seniority
Employment Type
Full-Time
