What are the responsibilities and job description for the Administrative Specialist position at Calculated Hire?
Administrative Support Specialist – Fleet & Garage Operations
Location: Aberdeen, NC (1410 McNeil Way)
Coverage: Aberdeen & Florence WMS
Onsite Role:
Seeking an experienced Administrative Support Specialist to provide day-to-day administrative and operational support for garage operations serving both the Aberdeen and Florence WMS locations. This role is critical in supporting technicians and supervisors by ensuring accurate data entry, invoice processing, asset tracking, and system updates related to fleet and garage activities.
Key Responsibilities:
- Research, prepare, and process internal and external service invoices accurately and on time
- Reconcile vendor accounts and Fleet credit card transactions across multiple expense management systems
- Enter and manage garage employee timesheets in MyTime for payroll processing
- Process expense reports for Duke-issued credit cards and direct-bill invoices
- Maintain and update Maximo with:
- Service repairs and work order statuses
- Asset coding, licensing, registration, and renewals
- Storm-related charges and supporting comments
- Support fleet custodians with:
- Preventive maintenance scheduling
- Vehicle inspections and notifications
- Licensing, registration, and tag management
- Asset reassignment updates
- Perform account code validation for business units as needed
- Submit and track facilities maintenance and building repair requests
Administrative & Operational Support:
- Provide daily support to garage supervisors and technicians, including
- Travel coordination and scheduling
- Computer and systems assistance (Portal Q&A support)
- Onboarding of new technicians
- Mail processing (incoming and outgoing)
- Conference room and meeting coordination
- General ad hoc administrative support as needed
Qualifications:
- 5 years of administrative or operational support experience
- Proven ability to work within established procedures with moderate oversight
- Strong proficiency in Microsoft Office (Word, Excel, PowerPoint)
- Experience supporting payroll, invoicing, expense tracking, and scheduling
- Comfortable working in enterprise systems (Maximo experience a strong plus)
- Highly organized with strong attention to detail
- Effective written and verbal communication skills
- Ability to manage multiple priorities in a fast-paced, operational environment