06/29/2021
Job brief
As a Secretary you will assume the duty of clerical and administrative support in order to optimize workflow procedures in the office.
You will assist colleagues and executives by supporting them with planning and distributing information.
You will be the point of reference for all queries, requests or issues and will be an integral part of the company’s workforce.
Job Description:
Supports Mechanic Shop Operations with Scheduling, Customer Service, Inventory and Account Management, Clerical Duties and Reporting.
ESSENTIAL DUTIES
Essential Duties include the following. Other duties may be assigned.
Answers incoming phone calls in a prompt, polite, professional manner.
Answers email and telephone inquiries regarding service appointments and work in process.
Schedules service appointments, shuttling, obtains driver/supervisor and vehicle information prior to arrival when possible.
Greets drivers in a timely, friendly manner and obtains vehicle information.
Writes up vehicle concerns accurately and clearly on repair order.
Refers to service history and inform driver/supervisor of additional needed service.
Work with lead technician to establish “promised time”.
Notifies lead technician of incoming work and scheduled appointments.
Checks on progress of repair(s) throughout the day. Contacts driver/supervisor regarding any changes in the promised time, explain time requirements in detail, and gets proper authorization before any additional repairs are performed.
Reviews repair orders to ensure that work is completed and additional work and authorization is noted. Closes repair order as appropriate.
Provides a timely daily work in progress (WIP) and keeps the manager informed.
Works with lead technician to create parts purchase orders.
Works with lead technician to monitor parts inventory and monthly physical part inventory. Make any adjustments needed in system.
Works with vendors to perform needed services. Follow all repair order processes in system.
Orders/purchase office supplies.
Maintains office equipment (i.e., copiers, printers, fax machines, etc.). Trains personnel in its use and troubleshoots problems.
Assists in computer training as directed by the Sr. manager.
Handles special clerical projects as instructed by the manager
Controls all posted documents, including time records, vehicle records and changes to parts inventory.
Files all documents.
Prepares and sends out invoices for payment.
Maintains high customer satisfaction standards.
Maintains a professional appearance.
Keeps work area clean and organized
Qualifications
Qualifications: High School Diploma or equivalent required. 2 year of clerical or administrative support experience required. Automotive experience preferred. Valid driver’s license and safe driving record required. Excellent communication and organizational skills required.
Must be able to use general office equipment (i.e., copier, fax machine, etc.).
Ability to sit or stand for prolonged periods of time.
Responsibilities
Answer phone calls and redirect them when necessary
Manage the daily/weekly/monthly agenda and arrange new meetings and appointments
Prepare and disseminate correspondence, memos and forms
File and update contact information of employees, customers, suppliers and external partners
Support and facilitate the completion of regular reports
Develop and maintain a filing system
Check frequently the levels of office supplies and place appropriate orders
Make travel arrangements
Document expenses and hand in reports
Undertake occasional receptionist duties
Requirements
Proven work experience as a secretary or administrative assistant
Familiarity with office organization and optimization techniques
High degree of multi-tasking and time management capability
Excellent written and verbal communication skills
Integrity and professionalism
Proficiency in MS Office
Operations of QuickBooks
High school diploma
