This position is responsible for daily intake of work orders, issuing PO’s, auditing work orders and approving Fleet repair invoices.
Primary Job Responsibilities
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Entering Invoices into Collective Data from Vendors
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Review Maintenance Dashboard
- PO Issuance
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Auditing of Invoices for cost savings and unneeded repairs
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Maintain Google Drive Account and Fleet Files
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Call intake from Fleet Que
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Maintains and audits supervisor’s monthly vehicle inspections, creating monthly report to Fleet Manager.
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Toll Auditing
- Citations Auditing
- Car washes Auditing
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Field Purchase Auditing
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Codes all monthly vendor invoices by location and forward to corporate accounting department for reporting
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Reviews daily fuel transactions and reports to identify potential fuel theft. Reports suspected fuel theft to the Fleet manager and appropriate Field Management.
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Research and respond to all questions regarding fuel reports.
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Research and respond to all questions regarding daily reports.
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Assists Fleet Department in special projects
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Assures the discreet handling of all business.
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Preparation of new vans
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Shipping
- Daily oil change entry and payment
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Daily pending payment review and payment
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Daily tow entry and payment
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Daily Fire extinguisher entry and payment
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Daily DOT inspections entry and payment
- Assist with yearly vehicle insurance
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Assist with monthly registration renewals
- Maintains daily payments are processed by vendors
- Set up new vendors
Secondary Job Responsibilities
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Primary back-up to Manager position during vacation and peak periods throughout the year.
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Back up reservations
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Back up rentals
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Performs other duties as assigned.
Educational Requirements
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Bachelor degree preferred in business, or related experience.
Experience Requirements
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Minimum of 2-3 years of auditing and/or accounts payable experience.
- Handling large amounts of transactions and PO approval
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Fleet experience preferred.
Physical Qualifications
- Must be a minimum of 21 years of age
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Background check must be completed and approved by the Railroads in order to obtain an E-rail Security Badge
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Ability to lift up to 10 lbs.
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Position requires extended periods of time sitting
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Position requires extended periods of time using a telephone and computer
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Occasional evening and weekend work may be required as job duties demand
Computer Skills
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MS Office products, including Outlook, Word and Excel
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Preferred computerized fleet software experience
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Experience with normal office equipment, for example, copier, printer, fax, phone, etc
Personal Qualifications
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Excellent customer service and verbal communication skills
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Strong attention to detail
- Strong organizational skills
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Ability to juggle multiple deadlines
