Administrative Clerk
Sudden Service, Inc.

Job Info

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Basic Purpose:

(1) Provides all clerical services relating to the Service Center operations, (2) reviews and audits all reports and records pertaining to servicemen's expense accounts, sales orders for parts and/or service, maintenance reports of all services vehicles, etc.

Nature and Scope:

The incumbent in this position reports to and performs all clerical duties for the Service Center Manager. He/she serves as receptionist answering phones and greeting visitors. He/she composes letters, emails, etc. to customers, Corporate Headquarters, or internally. He/she prepares bids for service work. He/she keeps records of all maintenance on service trucks and all purchases of gasoline, tires, parts, and/or labor and submits a weekly maintenance report to the headquarters office. The incumbent checks all sales orders for parts and/or service for accuracy and completeness. All expenses of servicemen are turned in to this incumbent who checks to insure that all expenses are in order with proper receipts. Any out of line situations are called to the attention of the Manager. This incumbent issues, qualifies, and approves all local purchase orders.

This incumbent is responsible for maintaining all DOT records and ensuring documents and logs are sent to Louisville headquarters. Knowledge of DOT regulations is necessary.

Principle Accountabilities:

• Answers telephone, types all correspondences, reports, and quotes for the Service Center.
• Audits service and parts men weekly expense reports for accuracy and completeness.
• Any out of line situations regarding expenses, purchases, etc. are called to the attention of the Service Center Manager for corrective action.
• Processes parts and/or service sales orders in computer for invoicing.
• Assists Parts Supervisor when needed to ship and receive parts.
• Supplies correct information to specific contact in Louisville to set up new part numbers on items that are purchased and are new to system.
• Maintains database and address books for Service Center area.
• Builds and maintains file system for Service Center.
• Maintains office and Service Center supplies and creates list of needed items for Service Center Manager to purchase.
• Reviews and summits DOT documents and logs to Louisville Office Manager per company policy. Keeps up to date file of the information at local Service Center as well.
• Keeps up with Service Center personnel time and summits to Louisville contact per company policy.
• Performs the duties of warranty coordinator as assigned by Service Center Manager.

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