Administrative Specialist

Work Management Specialist (WMS)Schedule: 7:00 AM - 3:30 PM or four 9-hour days with a half-day FridayPosition Summary:The Work Management Specialist (WMS) provides critical administrative and operational support to garage operations, ensuring efficiency in service workflows, financial processing, and asset management. This role partners closely with technicians, supervisors, and fleet personnel to maintain accurate records, streamline processes, and support day-to-day operations.Key Responsibilities:Process and reconcile invoices for internal and external service work with accuracy and timelinessManage vendor account reconciliation and fleet credit card expenditures across multiple expense management systemsEnter and maintain employee timesheets in payroll systems (MyTime)Process expense reports for garage personnel, including company-issued credit card transactions and direct bill invoicesMaintain and update service management systems (Maximo) with work orders, repair details, asset coding, licensing, registration, and storm-related chargesCoordinate fleet asset management activities, including preventive maintenance scheduling, inspections, licensing/registration, and asset reassignmentsPerform account code validation for business units as neededSubmit and track facility maintenance and repair requestsOperational & Administrative Support:Support supervisors and technicians with:Travel coordination and schedulingSystem and portal support (basic troubleshooting and Q&A)Onboarding and setup for new techniciansMail handling (internal and external)Meeting and conference coordinationProvide ad hoc administrative and operational support as requiredQualifications:Strong attention to detail and organizational skillsExperience with data entry, invoicing, or expense reconciliationAbility to manage multiple systems and tasks simultaneouslyProficiency in Microsoft Excel and general office softwareStrong communication and problem-solving skillsExperience with systems such as Maximo or similar asset/work management tools preferred

Created: 2026-05-08