Job Description

JOB TITLE: Administrative Assistant

FLSA STATUS: Non-exempt Full-time

SUMMARY:

Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the road team. Supports road team manager/owner through a variety of tasks related to DOT compliance, company fleet maintenance and communication between departments. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures relating to the Heavy-Duty Diesel repair and towing industry.

Ability to effectively communicate via phone, email, and in person to ensure all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals, and a wide degree of creativity and latitude is expected to be successful in this position.

RESPONSIBILITIES:

OFFICE ADMINISTRATION DUTIES INCLUDE:

• DOT Compliance which includes but not limited to knowledge of how to complete trip reports, driver logs, DOT medical card, etc.
• Completing all tractor/trailer registration, maintenance files, all mileage reports, IFTA / HUT renewals, DOT mileage and fuel usage reports.
• Administrative duties including, but not limited to, all correspondence, e-mails and memorandums for mobile road team mechanics and tow truck operators.
• Will be responsible for ensuring all company owned vehicles have up to date and mandated forms, documents, registrations, special certifications, and permits.
• Update and maintain the equipment database as necessary with all changes provided by Lead Road Team Employee and Ownership.
• Maintaining Road, Service and Dispatch calendars in regard to monthly on call assignments.
• Managing Owners calendar including but not limited to administrative meetings, 1:1’s with road team technicians, bi-monthly road team meetings and reminders of upcoming conference calls / obligations.
• Aiding in creation and implementation of improved filing systems specific to the operations of our mobile road team.
• Scanning, faxing, typing of correspondence with Word, creating Excel spreadsheets for a variety of information.
• Assistance with company cell phones and tablets which involves helping road team employees with downloading and teaching how to use company issued applications.
• Assist with completion of USDOT & NYSDOT paperwork and compliance questions.
• DMV involvement: visits to and online duties relating to plates, registrations, etc.
• Assistance with vehicle insurance: on-going correspondence and communication with our insurance company for any changes, updates, or claims.
• Help with creating (Excel), organizing, and establishing, and distributing monthly Road Team schedules in coordination with Joe.
• Use company given email account for all work-related electronic correspondence.
• Maintain an overall orderly and organized workstation and office environment.
• Expected to follow chain of command and maintain open and honest communications with owners.
• Will follow all policies and procedures outlined in our Company Handbook.
• Other duties may be assigned as needed during company growth and development.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty. These requirements include the ability to read and interpret documents, reports, and correspondence. The ability to apply common sense understanding to carry out instructions in written and oral form. Must be dependable, have the ability to follow instructions, report daily activities and occurrences, respond well to management direction, and improve performance through constructive feedback. Must have the ability to explain and communicate in an effective way the policies and procedures of our company. Attention to confidentiality and the importance of maintaining an objective presence within the company is mandatory.

The ability to explain and communicate (verbally and electronically) in an effective and professional manner when interacting with vendors, customers, and co-workers will be expected. Computer qualifications include the knowledge of Word, Excel, and ability to navigate the internet and email applications. Individual must know how to operate a printer, scanner, fax machine, and label maker. Must be highly proficient and experienced with social media platforms, such as Facebook, Instagram, Google My Business, etc. with the skills to post, edit, and quality check.

EDUCATION/EXPERIENCE:

Associates degree and 5 to 7 years administrative assistant experience or equivalent combination of education and experience.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit at a computer and desk, must be able to lift 20lbs.

While performing the duties of this job, the employee is regularly exposed to outdoor weather conditions. The employee is frequently exposed to wet or humid conditions (non-weather), work near moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals, extreme cold (non-weather), and extreme heat (non-weather). The employee is occasionally exposed to work in high, precarious places, risk of electrical shock and vibration.

TRAINING:

This job position offers 2 weeks of hands on training and continued support thereafter from administrative staff (Office Manager & Bookkeeper) and Ownership. Related keywords: administrative assistant, office assistant, administrative

COVID-19 precautions

• Temperature screenings
• Sanitizing, disinfecting, or cleaning procedures in place

Company Description

We provide services to the heavy duty diesel truck community throughout WNY. A newer company that was formed in 2015 and has grown from two employees to thirty in four and a half years. There are two shop locations with a fleet of twelve (heavy tow trucks, mobile service trucks, hauling trailers and tractors). We recently purchased a building located at 1989 Harlem Road that has modern, professional administrative offices, which is conveniently located off of Interstate 90 and 190. MERJ Fleet Services was recently awarded one of Business First's fasting growing companies in WNY and we were also awarded Business Firsts Best Places to Work award. It is a fast paced environment that can become demanding, especially in our busiest season of Buffalo winters!! However, we make it enjoyable with strong working relationships and high respect for each other.