Data Validation Administrative Assistant

Company Overview:

 

Fabick Cat is the authorized dealer of Caterpillar equipment, prime and stand-by power systems, parts and service, compact construction, and rental equipment for major portions of Illinois, Missouri, the entire state of Wisconsin and the Upper Peninsula of Michigan. We have been in business for over 100 years and are headquartered in Fenton, Missouri. For more information visit www.fabickcat.com

 

Why Work For Us!

 

At Fabick Cat, you are beyond just an employee, you are a part of the Fabick family. A family that has worked so diligently to cement a legacy that was built over 100 years ago through a collective vision "To Ever Serve Our Customers Better". This legacy could not have been possible without first employing then developing the best and brightest talent the market has to offer. We believe it to be of the upmost importance to invest in our workforce by supporting and empowering employees to develop the necessary skills to become successful in their own career.... to become a legacy. Are you ready to join our family legacy to continue our existence as 'the greatest service organization of its kind' over the next 100 years? The Fabick family appreciates and values the ongoing commitment of its employees and is pleased to provide a highly competitive total compensation and benefits package.

 

Position Summary: The Data Validation Administrative Assistance supports the accuracy and integrity of equipment, work tool, warranty, and inventory records across the organization. This role is responsible for auditing and validating claims, monitoring system activity, maintaining inventory records, supporting machine and work tool transactions, and assisting with month-end reporting activities. The ideal candidate is highly detail-oriented, organized, and capable of managing multiple administrative and validation tasks in a fast-paced environment.

 

Responsibilities:

* Audit and validate work tool claims, warranty claims, and related documentation for accuracy and compliance.

* Monitor bots, PIN assignments, and system-generated transactions to identify discrepancies and ensure proper processing.

* Assist with pinning machines and rolling machines into inventory systems.

* Support office managers with administrative transactions, including:

* Maintain and manage delivery service records, ensuring information is accurate and up to date.

* Perform account true-up reporting and reconciliation activities to ensure balances are accurate and discrepancies are resolved.

* Assist with month-end reporting processes by gathering, validating, and organizing operational data.

* Research and resolve data inconsistencies while working collaboratively with internal departments.

* Maintain accurate records and documentation in accordance with company policies and procedures.

* Warranty enrollment post sale

* Provide general operational and administrative support as assigned.

Requirements:
* High school diploma or equivalent required; associate degree or relevant business experience preferred.
* Strong attention to detail with a focus on data accuracy and validation.
* Proficiency in Microsoft Office applications, particularly Excel.
* Ability to prioritize tasks and manage multiple responsibilities effectively.
* Strong organizational, analytical, and problem-solving skills.
* Excellent written and verbal communication skills.
* Experience with inventory management, claims processing, warranty administration, or operational support functions is preferred.

Key Competencies
* Attention to Detail
* Data Accuracy & Validation
* Organization & Time Management
* Problem Solving
* Team Collaboration
* Customer Service Mindset
* Accountability & Reliability

Physical Demands & Work Environment
* Primary work is performed in an office or service facility environment with frequent communication by phone and computer.
* Tasks involve sitting for extended periods, using hands and fingers to operate a computer and telephone, and reaching with arms.
* Occasional standing, walking, bending, stooping, crouching and kneeling may be required, especially when verifying equipment status in the yard or assisting with parts logistics.
* Employees are regularly required to talk and hear to communicate with technicians and customers; specific vision abilities include close vision, distance vision, color vision, depth perception and the ability to adjust focus.