Administrative Assistant

Job Title: Administrative Assistant

SUMMARY

The primary function of the Administrative Assistant is to write up, record and process all Heavy Equipment repair orders in a timely and efficient manner.

ESSENTIAL DUTIES include the following. Other duties may be assigned.

Greets service customers when applicable, write repair orders, and estimate costs of repairs, as required. Answer the telephone for specific locations assisting customers with their inquiries.

Listens to employees/managers description of equipment problems to determine possible solutions and work procedures.

Advises the expected time the unit will be in the shop and immediately informs the employee/location manager of any delays incurred.

Obtain authorization for any work above and beyond the original scope given to the customer, prior to beginning work on the vehicle.

Open/Closes repair orders as needed to communicate the employees/location managers complaint to the technician.

Provide verbal instruction to technicians, when applicable.

Review all repairs performed and be prepared to discuss with the employees/location manager's, in detail, the work done. Schedule future appointments when requested provided the work will not overtax the available technician.

Ensures a clear understanding of the employees/location manager's financial responsibility to the repair order and what part of the total repair he will be expected to cover.

Maintain satisfactory customer relations through expeditious, courteous, and fair handling of all service customer complaints.

Administer warranty and policy adjustments in the best interest of the customer, dealership, and the OEM. Maintain a good working relationship of warranty offerings, when applicable from all man manufacturers.

Have a working knowledge of sale tax as it relates to heavy equipment.

Provide clear and concise information to assist the technician on the operation.

Provide documented proof that the repair is warrantable by using all available tools needed to obtain the information.

Edits the writing on the repair orders to short legible descriptions ensuring the employee/location manager's understands what work was performed on the equipment.

Maintain a consistent Open Repair order balance established by management.

When applicable, processes and reports the movement of all warranty parts. Understands and ensures compliance with manufacturer warranty and policy procedures.

Refer customers/employee/location managers who have questions about the work performed, additional maintenance or repairs, etc. to the appropriate individual.

Handles complaints with integrity and poise and, when necessary, refers dissatisfied customers to the appropriate individuals for resolution.

Provide clerical assistance to all location personnel (making phone calls, filing, etc.). Provide additional assistance to other Service/location staff when needed.

Attend training when requested.

Maintains and files repair orders and lists missing documents.

Works with all departments/locations to keep abreast of new products and services offered, their features and value, and any changes in price.

Maintain a professional appearance. Keeps work area neat and clean.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos; ability to write simple correspondence; ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few variables in standardized situations

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Driver's License required; must meet company insurability standards

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to walk. The employee frequently is required to stand. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly exposed to moving mechanical parts, fumes or airborne particles, and outside weather conditions. The employee is occasionally exposed to high, precarious places. The noise level in the work environment is usually loud.

Job Type: Full-time

Pay: $18.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $18 - $24