Job Summary The Administrative Assistant will support the field fleet teams by managing a variety of administrative and financial responsibilities. This proactive role focuses on accounts payable, invoice processing, financial reporting, and vendor issue resolution. The successful candidate will collaborate with both internal teams and external vendors to ensure smooth operations, accurate reporting, and timely payment processes. The role requires strong attention to detail, effective communication, and the ability to manage multiple priorities in a dynamic environment.
Key Responsibilities - Manage accounts payable and general administrative support duties
- Process and track invoice payments in accordance with company financial practices
- Perform statement reviews, reconciliations, and resolve discrepancies
- Monitor and communicate anticipated payment or warranty concerns proactively to stakeholders
- Respond to vendor and customer inquiries in a timely and professional manner
- Generate financial and payables reports for key stakeholders
- Develop and deliver department reports and scorecards, including weekly and period-based financial reports
- Assist in creating and improving standard operating procedures (SOPs) for the team
- Contribute to continuous process improvement initiatives
- Take on additional duties as assigned by the manager
Scope of Interactions - 50% Internal: Collaborate with fleet technicians, field customers, managers, and the payables team
- 50% External: Communicate with vendors for payables processing and issue resolution
Required Qualifications - High School diploma or GED
- Minimum of 2 years†experience in administrative support or fleet operations
- Strong interpersonal and communication skills (verbal and written)
- Proficiency in Microsoft Outlook, Word, PowerPoint, Excel
- Ability to manage and update multiple accounts payable systems
- Understanding of private fleet operations and willingness to learn
- Strong analytical and problem-solving skills
- Excellent organizational skills and the ability to manage multiple projects under tight deadlines
- Ability to work independently and in a team-oriented environment
- Demonstrated customer service focus and commitment to fleet excellence
- Proactive, self-motivated, and adaptable to change
Preferred Qualifications - Experience in account management
- Prior experience generating and reviewing performance reports
- Familiarity with fleet operations systems and tools
Certifications Education: High School