Alamo1 is currently seeking a motivated, positive and accommodating Administrative Assistant to perform routine clerical and administrative functions such as correspondence, scheduling appointments, organizing and maintaining paper and electronic files.

Requirements:

• Excellent customer service skills
• Able to follow written and verbal instructions in English
• Working knowledge of computers and MS Office Software
• Excellent math and grammar
• Excellent time management skills
• Must be able to work as a team
• Demonstrate attention to detail
• Must thrive in a fast-paced environment
• Successful candidate must be eligible to work in the United States

Competencies

• Thoroughness
• Time Management
• Communication Proficiency

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Duties:

• Maintain and update all rolling equipment files
• Inventories
• Add any new units, entering all the correct data by the purchase documents. Type, capacity, make/year, VIN and short description.
• Remove decommissioned units from the active list and place on the “for Sale” list when such a decision is made by top management.
• Remove units from the “for sale” list once they are gone.
• Insurance
• Request insurance for all newly acquired rolling equipment providing the insurance agent with all the vehicle information including division and application.
• Update the insurance cab cards files and
• Provide insurance cab cards to users as needed or requested
• Registration and inspection
• Keep track of registrations and make sure the users will have the vehicles inspected and the registration is renewed on time.
• Keep copies of all inspections and registration papers
• Keep track on fuel cards use and vehicles fuel consumption for all Alamo1 fleet
• Keep fuel cards inventory updated and accurate
• Make sure any new driver has been approved by HR and Safety before issuing a PIN
• Keep track of all PINS assigned and immediately delete those of terminated employees
• Enter weekly excel reports to the Access file
• Make weekly invoice analysis by department
• Send weekly invoice and analysis to Accounts Payable
• Notify users when deviations occur and make sure the fuel policies are observed.
• Maintain and update all contractor’s equipment inventories, to be used for the annual insurance contract renewal, adding new ones and deleting those no longer in service or sold. This inventory should include all equipment accessories.
• Keep track of Equipment Division assigned equipment and it’s use, to prepare timely and undisputable “rental” charges.

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.

This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bending or standing on a stool as necessary.

Expected Work Hours: 8:00am -5:00pm

Required Experience

• A minimum three years of experience in data entry primarily entering numerical research data in a variety of specialized formats.
• Proficient with Microsoft Office (Word, Excel, PowerPoint) and database maintenance
• Self-starter
• Multi-tasker
• Excellent organizational skills

Education

High School Diploma or equivalent required

Alamo1 is an Equal Opportunity Employer

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.

Alamo 1 is an Equal Opportunity/Affirmative Action Employer and maintains a Drug Free Workplace.

Alamo 1 participates in E-Verify to verify the employment eligibility of all individuals hired to work in the United States.

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Req. #1768

Job Type: Full-time