What are the responsibilities and job description for the Administrative Support Specialist position at Hooper Deforest?
Since 1913, Hooper has grown to become a well-respected electric power and mechanical contractor. With headquarters in Wisconsin and regional offices in the states of Colorado, Florida, and Ohio, Hooper provides a wide range of services to support commercial and residential clients. Hooper provides competitive compensation and many supportive benefits including Health, Dental, and Vision Insurance, Matching 401(k) plan, Paid Time Off (PTO), 9 paid holidays, Identity Theft Protection, Life Insurance, as well as Short-Term and Long-Term Disability coverage.
The Administrative Support Specialist provides comprehensive operational support by managing fleet administration functions such as fuel programs, invoicing, registrations, compliance tasks, and maintenance tracking. It also monitors camera alerts, coordinates repairs, verifies mechanic timecards, and maintains organized operational records.
Principal Accountabilities:
- Manage fuel cards, tolls/EZ Pass, IAA invoicing, spreadsheets, and invoice/P-card approvals
- Handle registration renewals, title processing, IFTA/IRP, mileage tracking, and DOT entry for monthly FMCSA compliance
- Monitor Samsara tasks including DVIR defect notifications, device health checks, and follow-ups with drivers and owners
- Track repairs, coordinate with mechanics, monitor recalls, and ensure completion of required maintenance
- Assist with payroll by reviewing mechanic timecards against daily driving and work activity
- Support administrative tasks such as filing workshop tickets and maintaining operational records
- Performs other duties and responsibilities as assigned
Requirements
- Experience: Fleet equipment knowledge or history preferred
- Education: At least a 2-year associate's degree, background in accounting preferred
- Technical Skills: Organization, Excel software experience, fleet knowledge
- Behavioral Skills: Working in a team environment
Description of Physical Working Environment:
- Primarily office-based, with occasional travel to field locations or corporate meetings
- May require lifting of supply boxes or materials up to 30 lbs
Hooper is an equal opportunity/affirmative action employer. This company considers candidates regardless of age, color, creed, disability, gender identity, national origin, protected veteran status, race, religion, sex, sexual orientation, and any other status protected by applicable local, state, or federal law.