Motor Coach Shop Administrative Assistant

MC Shop Administrative Assistant

GENERAL DESCRIPTION: Under general supervision of the Director of Maintenance (Bus), performs various duties including answering telephone calls, mail distribution, typing, data entry and file maintenance.

TYPICAL DUTIES/ RESPONSIBILITIES: Answers and screens, all shop telephone calls. Direct non-shop calls to correct department/individual. Takes necessary actions on calls referred back as directed. Opens, prioritizes and distributes all shop mail. Files all necessary documents, reports, communications, etc. Types all shop correspondence. Enters vehicle service levels and maintenance/repair descriptions into computer database system. May contact vendors, suppliers and other businesses for information on supplies materials or equipment. Produces periodic reports for shop personnel as needed. Maintains files and tracks out of service vehicles. Tracks vehicle maintenance and labor distribution data as needed. Maintains attendance rosters for shop personnel, including vacation, sick time, tardiness, absenteeism, etc. Reviews and may approve timecards and hours for shop personnel on behalf of management, ensuring accuracy and confidentiality before submitting to Director of Maintenance for final approval. Maintains periodic operating reports in appropriate binders. Make business appointments, travel and lodging arrangements for the Director of Maintenance (Bus) or other designated personnel. Maintains and coordinates appointment schedules including business meetings. Orders office supplies, materials and equipment for shop as requested. Prepares and distributes inter-departmental or inter-office communications. Drives company owned vehicles to run errands for shop as needed. Assists in handling the administrative and/or clerical aspects of periodic vehicle registration. Also, may be required to perform other related duties as requested.

QUALIFICATION REQUIREMENTS:

Education:             High School diploma or equivalent.

Experience:           Previous administrator experience preferred. Experience with computers and standard office software (e.g.,                              Microsoft Office, email platforms, database systems). 

Skills:                   Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Effective communication skills, both oral and written. Excellent organizational and time management skills. Strong attention to detail and ability to multitask and prioritize.

Licenses:               Valid Florida driver’s license with a good driving record.

Special Requirements:       Minimum typing speed of 35 WPM.

ESSENTIAL FUNCTIONS:

• Must be able to read and comprehend all incoming mail and correspondence from drivers, vendors, and inter-office communications and disburse to the appropriate manager, individual or department.
• Must be able to communicate by telephone or in person in clear fluent English in a courteous, friendly and professional manner with customers, vendors, guests, visitors, co-workers, prospective employees or other persons.
• Must be able to access, input and retrieve information from a computer system and/or copier.
• Must be able to operate a motor vehicle for running errands.
• Must be able to comprehend and perform addition, subtraction, multiplication, division and fractions.