Fleet Administrative Assistant-Temporary

Fleet Administrative Assistant-Temporary

Department: Corporate

Employment Type: Temporary

Location: Nottingham, PA

Building a great career never tasted so good!

We are currently seeking a qualified individual who is looking to gain industry knowledge and experience for the Fleet Administrative Assistant position, joining our team in Nottingham, PA!

• SCHEDULE: Monday-Friday approximately 40+ hours a week.
• BENEFITS:
  This position is temporary benefit eligible, elective benefits include:
• Medical, dental, hearing and vision insurance.
• Everside Health Clinic - a premier on-site healthcare provider. A separate entity from Herr's, located at our Nottingham, PA facility. This facility ensures easy access to tailored healthcare services, preventative care, wellness programs, for employees on any medical plan
• Opportunity to contribute to a 401k, with a company match.
• Paid vacation, holiday and sick time.
• Paid Employee referral program.

Job Summary

This role has the primary responsibility of providing administrative support to the Garage team, primarily D365 (ERP system) support with tool management, as well as training multiple branch locations on the system and assisting with parts inventory and organization.

D365 (ERP System) Support

• Creating and updating purchase orders and invoices through D365
• Entering work orders into D365 and working with outside vendors to make sure all invoices are addressed
• Instruct and assist Branch locations, train new mechanics to enter work orders within D365
• Provide ongoing support to users and troubleshoot issues with ERP software.
• Conduct training sessions for employees on the use of the ERP system, including system updates and new features.
• Develop and maintain user manuals and training materials to ensure that users are familiar with ERP processes.
• Provide ongoing support and guidance to employees regarding ERP functionality.
• Works proactively to identify problems and craft creative solutions.
• Assists with the organization, shipping and tracking of parts.

Tool Management:

• Receive, inspect, and store tools and equipment where applicable.
• Utilize ERP software to electronically manage tool and spare part inventory
• Maintain an accurate inventory of tools and spare parts, ensuring all items are accounted for and in good working condition.
• Issue tools and equipment to garage staff as needed, ensuring proper documentation.
• Kit spare parts with work orders where necessary
• Track tool/spare parts usage and return, updating inventory records accordingly.
• Cycle counting inventory as directed by ERP system

Customer Service/Communication

• Responsible for answering phones, directing calls, and filing.
• Supports improvement initiatives by evaluating information and recommending opportunities for improvement in order to ensure enhanced productivity of department.
• Develops and maintains strong working relationships with internal and external customers.
• Communicates and collaborates effectively while striving for the highest possible outcomes for customers and our organization.

In addition to the essential functions listed above, the employee is expected to exercise honesty, integrity and respect with all clients and co-workers, preserve confidentially of all business information and data, maintain a professional appearance and demeanor, demonstrate a positive attitude, communicate effectively with co-workers and clients, work with accuracy, efficiency, and attention to detail, respect the work environment and keep it as environmentally friendly as possible, and exercise initiative to learn new skills and tasks and to help co-workers when possible.

Reliable attendance and punctuality are also required. The employee is also expected to perform other related duties, special projects and functions as required from time to time.

• 1-3 years of stock room/parts inventory experience is preferred
• Experience with an ERP system is preferred
• Basic Microsoft Office and computer skills required
• High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
• Must possess a stable work history with good references.
• Must pass a pre-placement screening which tests the ability to perform the physical requirements of the position.
• Demonstrated experience with attention to detail and excellent organization skills.

Physical requirements and work environment:

• Performs work required for this position in a garage environment
• Remains sedentary for moderate to extended periods of time.
• Required to us a computer monitor, keyboard, and mouse for extended periods of time.
• Ability to lift up to 25 pounds on occasion.

Reasonable accommodations for disability

Any employee, who believes that a reasonable accommodation s required for purposes of federal or state disability law is required to contact Human Resources to begin the interactive exchange process.