Administrative Assistant

Job Summary:

The Administrative Assistant is responsible for supporting fleet maintenance and electrical operations through the procurement, inventory management, distribution, and tracking of fleet parts, tools, equipment, and electrical construction materials. This position also provides administrative support through documentation management, reporting, invoice processing, permit coordination, and recordkeeping activities.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining accuracy, professionalism, and excellent customer service. This role serves as a key liaison between mechanics, field personnel, vendors, suppliers, and management to ensure operational efficiency and project success.

Essential Duties and Responsibilities Maintain accurate inventory records for fleet parts, tools, equipment, electrical materials, and consumable supplies.

Monitor inventory levels and coordinate replenishment orders to ensure materials and parts are available when needed.

Research, source, and procure fleet parts, electrical materials, specialty items, and equipment from approved vendors and suppliers.

Coordinate the distribution of parts, tools, and materials to mechanics and field personnel.

Receive, inspect, verify, and document incoming shipments for accuracy and quality.

Track orders and shipments and communicate delivery status to supervisors, mechanics, and project personnel.

Assist with inventory audits, cycle counts, and inventory reconciliation activities.

Perform accurate data entry and maintain records using spreadsheets, databases, and company software systems.

Maintain organized electronic filing systems for procurement records and inventory documentation.

Prepare correspondence, reports, spreadsheets, and other documentation as requested.

Provide administrative support to department leadership, mechanics, and field personnel.

Communicate professionally with employees, customers, vendors, suppliers, and management.

Ensure compliance with company policies, customer requirements, safety standards, and applicable regulations.

Maintain, clean, and care for assigned equipment.

Perform other duties and special projects as assigned.

Qualifications and

Education Requirements:

High school diploma or GED required.

Two years of experience in fleet parts, inventory control, procurement, warehouse operations, administrative support, or a related field preferred.

Basic knowledge of automotive, truck, heavy equipment, or fleet maintenance parts and systems preferred.

Experience coordinating electrical construction materials and supplies preferred.

Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

Experience using inventory management systems or computerized parts catalogs preferred.

Strong organizational, analytical, and problem-solving skills.

Excellent attention to detail and accuracy.

Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Strong verbal and written communication skills.

Bilingual in English and Spanish preferred.

Valid driver's license with an acceptable driving record.

Ability to maintain confidentiality and exercise sound judgment.

Work Environment &

Physical Requirements This position operates primarily in fleet maintenance, warehouse, and operational settings. The employee will regularly use computers, phones, and standard office and warehouse equipment while coordinating with mechanics, field personnel, vendors, and suppliers.

Physical Demands:

Physical demands include sitting, standing, walking, bending, reaching, and lifting materials and supplies weighing up to 50 pounds.

Travel:

Occasional local travel may be required for vendor visits, parts pickups, training, or other business-related activities.

This is a full-time position with work hours determined by operational needs.

Please note that this job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties and responsibilities may change at any time with or without notice.

Ingram Professional Services, Inc. is an Equal Opportunity Employer committed to providing a diverse and inclusive workplace. We offer competitive compensation and benefits, including health insurance, retirement plans, and opportunities for professional growth and advancement.
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