Parts Service Administrative Assistant

Parts Service Administrative Assistant

Fleet Services by Cox Automotive keeps your fleet moving! Headquartered in Indianapolis, Fleet Services by Cox Automotive (FSCA) has grown to become one of the largest fleet maintenance companies in the country. FSCA is the leading provider of on-site mobile maintenance and repair services nationwide, offering mobile on-site fleet service for light medium, and heavy-duty trucks and trailers. FSCA also services customers utilizing its 20+ nationwide service centers; each offering selects services, such as accident repair, paint, refurbishment, and heavy mechanical repair. Supported by a 24/7 in-house call-center, CAMFS provides maintenance scheduled and unscheduled services to fleets anywhere, anytime. FSCA, the largest independent fleet maintenance company in the country, is currently hiring a Parts Service Administrative Assistant. As a Parts Service Administrative Assistant, you will provide support by ensuring the accurate and efficient processing of administrative functions relating to parts and service activities with both internal and external customers.

Duties & Responsibilities:

• Coordinate service shop schedule with assistance of Service Shop Manager.
• Verify technician time on repair orders.
• Daily shop repair order invoicing.
• Dispatch our mobile service technicians for service request.
• Maintain effective communication with customers throughout the repair process, including updates on completion.
• Review and invoice Mobile service repair orders daily.
• Schedule Truck Driver pickups and deliveries.
• Answer incoming telephone calls, walk-ins and involve the Service Shop Manager when necessary.
• Obtain purchase orders and additional work approvals from customers as necessary.
• Initiate and track warranty claims with manufacturers and vendors.
• Maintain customer and shop files.
• Attend monthly safety meetings.
• Assist Service Shop Manager in implementing safety initiatives as directed.
• Established and maintain friendly, yet professional relationships with suppliers, manufacturers, customers and co-workers.
• Open repair orders and track parts for scheduling of jobs in the shop.
• Other duties as assigned.

Requirements:

• 2-3 years general office experience or an equivalent combination of education and experience.
• Prior experience in a parts and service environment preferred.
• Proficient at a basic level in Microsoft software required, prior experience with Karmak preferred.
• Accurate alphanumeric and 10-key data entry skills.
• Strong interpersonal skills demonstrated by the ability to build successful business relationships.
• Strong communication skills demonstrated by the ability to express thoughts clearly and write intelligibly.
• Ability to meet performance expectations by effectively managing time and priorities with minimal supervision.
• Ability to use reason and logic to analyze problems and create good, effective solutions.
• Able to adjust and effectively to changing priorities and unexpected situations between customers and departments.

Drug Testing:

To be employed in this role, you'll need to clear a pre-employment drug test. Cox Automotive does not currently administer a pre-employment drug test for marijuana for this position. However, we are a drug-free workplace, so the possession, use or being under the influence of drugs illegal under federal or state law during work hours, on company property and/or in company vehicles is prohibited.

Benefits:

Employees are eligible to receive a minimum of 6.67 hours of paid time off every month and seven paid holidays throughout the calendar year. Employees are also eligible for additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave. Benefits of working at Cox may include health care insurance (medical, dental, vision), retirement planning (401(k)), and paid days off (sick leave, parental leave, flexible vacation/wellness days, and/or PTO). For more details on what benefits you may be offered, visit our benefits page. Cox is an Equal Employment Opportunity employer – All qualified applicants/employees will receive consideration for employment without regard to that individual's age, race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender, gender identity, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law. Cox provides reasonable accommodations when requested by a qualified applicant or employee with disability, unless such accommodations would cause an undue hardship. Applicants must currently be authorized to work in the United States for any employer without current or future sponsorship.