Maintenance Administrative Assistant
Overview
Provide administrative support to the Director of Facilities to achieve the goals and objectives of all maintenance departments.
ENTRY LEVEL POSITION
Responsibilities
- Act as liaison between all departments and the Maintenance Department.
- Receive service requests, discover pertinent information, and provide responses to Maintenance Department issues.
- Match invoices with packing slips for payment and prepare vouchers for each invoice from purchases made for Warehouse, Garage, Dispatch, MDI Office, Alex Lee, and MTH.
- Maintain records for vehicle miles and fuel.
- Enter daily maintenance data into computer using Dossier.
- Prepare accounts payable documentation for the Maintenance Department.
- Prepare month-end fuel, mileage, repairs, road calls, and other necessary reporting.
- Process invoices and records and provide clerical support within the department.
- Maintain an accurate account of departmental expenses.
- Assist management team on special projects.
- Assist in organization of time and work of the Facilities Director.
- Sort and distribute mail.
- Maintain ComData check account and communicate account status with department supervisors.
- Perform all other duties as assigned by Facilities Director.
- Communicate with vendors on payment and any concerns with purchases and MDI's account status.
- Process all OTR citations received by our Transportation Department.
Qualifications
Desirable Qualifications:
- Associate’s degree or equivalent experience preferred.
- Proficient with Microsoft Excel and Word.
- Excellent data entry, typing, and ten key skills.
- Ability to work with minimal supervision, anticipate situations, and develop solutions.
- Strong problem-solving skills and ability to handle pressure.
- Strength in multi-tasking and good organizational skills.
- Quick learner and able to adapt to a changing and challenging environment.
- Strong communication skills and able to handle confidential information.
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