What are the responsibilities and job description for the Administrative Specialist position at Calculated Hire?
Now Hiring: Administrative Support Specialist (Garage Operations)
📍 Aberdeen, NC (Supporting Aberdeen & Florence locations)
We are seeking an experienced Administrative Support Specialist to provide critical operational and administrative support for garage activities supporting technicians and supervisors. This role is based in Aberdeen, NC and will support both Aberdeen and Florence WMS operations.
Key Responsibilities:
- Research, prepare, and process invoices for internal and external service work with accuracy and timeliness
- Reconcile vendor accounts and fleet credit card transactions across multiple expense management systems
- Manage time entry for garage employees using MyTime for payroll processing
- Process employee expense reports, including Duke-issued credit card and direct bill invoices
- Maintain and update service management systems (Maximo), including work orders, repair statuses, asset coding, licensing/registration, and storm-related charges
- Support asset and vehicle management, including preventive maintenance scheduling, inspections, licensing, and reassignment updates
- Perform account code validations for business units as needed
- Coordinate facility maintenance requests and building repairs
Additional Support Duties:
- Assist supervisors and technicians with:
- Travel coordination and scheduling
- System and computer support (portal Q&A)
- New hire onboarding
- Mail processing (internal and external)
- Meeting and conference scheduling
- General administrative and ad hoc support
Basic Qualifications:
- 5 years of administrative support experience
- Strong organizational, multitasking, and communication skills
- Experience working with business software (Microsoft Word, Excel, PowerPoint)
- Ability to work within established procedures with moderate oversight
About the Role:
This position provides essential administrative support to operational teams, ensuring efficient day-to-day garage and fleet activities. The ideal candidate brings a strong attention to detail, the ability to manage multiple priorities, and experience supporting technical or field-based teams.