Job Information
ICONMA, LLC Administrative Specialist II in United States
Our Client, an Electric Power and Gas Distribution Operations Company, is looking for Administrative Specialist II for their Aberdeen, NC location Responsibilities:
Maintain, supply and keep track of parts inventory storerooms.
Locate, purchase or charge out parts.
Manage all shop supplies.
Will be responsible for the administrative duties in support of garage activities for the technicians and supervisors.
The WM support team will perform the following duties, but are not limited to:
Research, prepare, and process invoices for internal and external service work timely and accurately.
Reconcile consolidated vendor accounts and Fleet personnel credit card expenditures in a variety of Expense Management systems.
Manage the data entry of garage employees’ timesheets in MyTime for payroll processing
Process the data entry of garage employees expense reports for charges incurred on Client-issued credit cards or direct bill invoices
Update service management system (Maximo) with service repairs, work order statuses, coding, licensing/registration/renewal, storm related charges and comments related to each Client-owned/leased assets and vehicles
Assist custodians with vehicles and assets to include preventive maintenance scheduling, licensing/registration (fleet tags, apportion tags), inspection notifications to custodians, and asset reassignment changes
Random account code validation for business units, if necessary
Facilities request for maintenance and building repairs
Support garage supervisors and technicians as needed:
Computer and systems support, Portal Q/A
Onboarding new technicians
Mail processing and receiving (internal/external)
Conference and meeting scheduling
Adhoc assistance as needed that has not been defined
Under general directive supervision, working irregular schedule, performs work in connection with the ordering, receiving, storing and distributing of both stock and non-stock items for Fleet Services Organization, and all clerical work incidental thereto; performing duties such as:
Assisting the Supervisor in all activities for supply of parts and supplies supporting the operation, maintenance and repair of all transportation equipment.
Manage all aspects of inventory including, cycle counts, min-max evaluations, parts dispositions, and any other inventory related duties in each of the parts room assigned by supervisor.
Manage the stocking of shelves at various storerooms, breaking down larger order quantities and distributing to proper storeroom/shelves
Utilize Power BI reports and Maximo reporting tools to monitor, validate, and correct invoicing, purchase orders, and inventory accuracy numbers.
Responsible for keeping working stock items replenished and maintaining at least a 30-day supply for most items
Maintain warranty parts and return to vendor as needed for warranty recovery.
Monitor special order (Non-inventory) items, items not used within 30 days will be placed into inventory
Work with vendors and asset recovery to recover cost for obsolete items, adjust inventory information as necessary.
Gather inventory parts needed for PM (preventative maintenance) and “Kit” parts together for technician to access.
Receive PO parts purchased by supply chain and make appropriate inputs into Maximo
Manage inventory of Mobile trucks
Manage the inventory aspects of the tire contract (from current tire vendor)
Reviewing Transportation Department non-stock items with responsible sales representatives of vendors and manufacturers in the automotive supply business and presenting new items and technical information to the attention of the Supervisor.
Issue parts in a timely manner.
Manage all aspects of fuel at the garages in Kentucky and Ohio.
Monitoring, coordinating, and reviewing the testing of new products, materials and parts being used on a trial basis in Fleet Services and reporting the results to the Supervisor.
Assigning new stock numbers for additional stock items and furnishing a detailed purchasing description to aid in the procurement of that item.
Creating and issuing purchase requisitions, checking invoices, and preparing other records and reports as required.
Identifying out of stock items and other stocking problems in all garages and working with the Supervisor in resolving problems.
Consulting and working with Materials Management Department in expediting restocking out of stock items in storerooms.
Ordering non-stock items, using manufacturer's websites and schematic diagrams and making telephone calls to expedite delivery of parts for all garages.
Purchasing non-stock items and dispatching a driver for pickup and delivery of materials and parts for the operation, maintenance and repair of all vehicles.
Contacting and coordinating with freight companies the pickup and delivery of damaged or unordered materials that have been crated for return to out of town vendors.
Making periodic visits to outlying garages, maintaining proper amounts of materials and reviewing new requirements.
Working with the auditors and supervisors in correcting storeroom discrepancies.
Performing other similar or less skilled work as assigned.
Requirements
Must have at least three (3) years of automotive parts or inventory management experience.
Must have the ability to obtain and maintain forklift certification.
Must be able to gather data from various sources; develop and prepare legible reports; keep detailed records; do complex calculations accu¬rately.
Must possess an appreciation of the confidential nature of information encountered in the above duties and treat it accordingly.
Must be trustworthy in the handling of Company funds.
Must be able to operate cars and trucks in a safe manner, have a valid driver's license.
Must have demonstrated the ability to perform the duties of this job through the medium of tests either written, oral and/or practical.
Must have computer software skills including Microsoft Word and Excel.
Must be able to lift up to 50 pounds.
High school diploma/GED
Why Should You Apply?
Health Benefits
Referral Program
Excellent growth and advancement opportunities
As an equal opportunity employer, ICONMA provides an employment environment that supports and encourages the abilities of all persons without regard to race, color, religion, gender, sexual orientation, gender identity or express, ethnicity, national origin, age, disability status, political affiliation, genetics, marital status, protected veteran status, or any other characteristic protected by federal, state, or local laws.
