Job Title: Administrative Specialist
Location: Charlotte, NC
Company: Fortune 500 Utility Provider
Job Summary:
We are seeking a detail-oriented Administrative Specialist to support our Fleet Asset Team in managing vehicle and equipment acquisitions, maintenance coordination, and administrative functions across multiple regions. This role requires a blend of data analytics, invoicing processing, and back-office support to ensure smooth operations within our fleet management team.
Key Responsibilities:
Work Management & Technician Support
- Assist fleet technicians and supervisors with vehicle and equipment-related administrative tasks.
- Process and manage technician timesheets, ensuring accuracy and compliance with policies.
- Support purchasing and tracking of fleet parts and materials.
Administrative & Invoicing Processing
- Handle invoicing, ensuring accuracy in billing, processing, and reconciliation.
- Work closely with vendors to manage invoices, licenses, and titles.
- Process mailroom work, ensuring timely handling and distribution of critical documents.
Data Analytics & Reporting
- Utilize Excel to analyze fleet data, identify trends, and generate reports.
- Maintain and update records related to vehicle acquisitions, maintenance schedules, and compliance documentation.
Collaboration & Process Improvement
- Coordinate with internal teams and external vendors to streamline processes and improve workflow efficiency.
- Support back-office functions, ensuring smooth hand-offs and accurate record-keeping.
- Assist with special projects related to fleet operations as needed.
Qualifications:
- Experience: 2+ years of administrative support experience, preferably in fleet management, utilities, or operations.
- Technical Skills: Proficiency in Excel (data entry, reporting, basic analysis) and invoicing software.
- Attention to Detail: Ability to manage and process large volumes of invoices and documentation with accuracy.
- Communication Skills: Strong ability to work with technicians, supervisors, and vendors.
- Problem-Solving: Ability to troubleshoot invoicing discrepancies and support operational improvements.
This is a great opportunity for someone with a mix of administrative expertise and analytical skills to play a key role in supporting our fleet management operations.