SUMMARY: Responsible for performing a variety of general administrative and data entry duties and developing improvements within the Maintenance department.
ESSENTIAL DUTIES AND RESPONSIBILITIES: “Essential functions” are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.
Answer multi line phones and route to appropriate person.
Perform administrative job functions such as data entry, filing, faxing, TMT data entry, assisting auto haulers and clients, mailings, Fed-X labels, typing documents, data entry in multiple systems as needed or required and assisting other members of the Maintenance team as needed.
Preventative/Scheduled Duties – perform the day to day duties of routine preventative and scheduled maintenance or repairs.
Timely follow up with vendors, dispatch, Maintenance department and auto haulers.
Work directly with auto haulers and dispatch to maintain routine maintenance schedules.
Coordinate with repair facilities to ensure needed service(s) can be completed in a timely manner and actively minimize down time of auto haulers.
Review maintenance invoices to ensure accuracy, confirm all requested services were completed and approve for payment.
If any repairs are not completed, make notes for follow up.
Ensure follow up repairs are completed in a timely fashion.
Complete entry of vehicle repairs and work orders pertaining to preventative/scheduled maintenance into TMT.
Communicate with other members of the Maintenance department to best utilize down time.
Acquire needed information and send to the appropriate person – breakdown, routine maintenance, incident or accident reports – Complete and send by 9 am (10 am on Mondays)
Preventative/scheduled maintenance due for the following day – to be sent to Maintenance team and dispatch by 4:00 pm.
Report any inquiries and/or complaints from auto haulers in regards to repair facilities to the Assistant Director of Maintenance – as needed.
Weekly Reports (due by 3:00 pm on Friday – week will run Saturday to Friday):
List of outstanding repairs needed due to incident or accident.
Preventative/scheduled maintenance due for the following week, including any outstanding follow up repairs needed – to be sent to Maintenance team and Dispatch by 4:00 pm on Friday.
Completed services from previous week – to be completed and sent to Assistant Director of Maintenance by 4:00 pm on Monday.
Approved down time for previous week due to delay in service being completed – to be completed and sent to Assistant Director of Maintenance by 4:00 pm on Monday.
Warranty Recovery – Assistant Director of Maintenance to be copied on all submissions.
Supplemental claims – new repair performed outside warranty facility
Repetitive repairs or parts – same repair performed or same part used in same location.
Claims submitted due to poor service.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
Two years’ experience in a front office position.
Customer service telephone experience.
Experience in logistics and dispatch, preferably within auto hauling distribution, a plus.
Knowledge of DOT compliance, laws, rules, regulations and safety is helpful.
Proficient in Microsoft Office Suite.
Knowledge of TMT and PeopleNet a plus.
Ability to maintain a high level of accuracy and completion in preparing and entering information.
Attention to detail and possess a high level of accuracy.
Comfortable working in a fast pace environment and ability to stay calm under pressure.
Strong interpersonal skills to develop and maintain positive relationships with dispatch team and auto haulers.
Possess effective verbal and listening skills.
Work occasionally requires a high level of mental effort and strain when performing essential duties. Must be able to perform the essential duties of the position with time constraints, interruptions and stressed dispatchers and drivers.
Work may require more than 40 hours per week.