Parts Service Administrative Assistant II

Cox
parental leave, paid time off, paid holidays
United States, Wisconsin, De Pere
Aug 23, 2025
Fleet Services by Cox Automotive keeps your fleet moving! Headquartered in Indianapolis, Fleet Services by Cox Automotive (FCSA) has grown to become one of the largest fleet maintenance companies in the country. FCSA is the leading provider of on-site mobile maintenance and repair services nationwide, offering mobile on-site fleet service for light medium, and heavy-duty trucks and trailers. FCSA also services customers utilizing its 20+ nationwide service centers; each offering select services, such as accident repair, paint, refurbishment, and heavy mechanical repair. Supported by a 24/7 in-house call-center, FCSA provides maintenance scheduled and unscheduled services to fleets anywhere, anytime. FCSA, the largest independent fleet maintenance company in the country, is currently hiring an Administrative Assistant II. As an Administrative Assistant II, you will be Accountable for creating invoices out of repair orders and submitting to customers for approval and/or payment with required documentation. Duties & Responsibilities: Answer and direct incoming, outgoing, and inter-office calls of multi-line phone system in a timely and professional manner. Relay messages promptly as received. Answer inquiries and obtain information for the general public (e.g., customers, visitors). Provide information regarding activities conducted at Trudell such as location of departments, offices, and employees within the organization. Prepare repair orders (RO) by describing symptoms, problems, and causes discovered, as well as repairs and services required based on what technicians submit, entering RO into service database system. Verify technicians have selected correct VMRS code related to repairs made and billing hours are in-line with standard repair times. Prepare actual invoice off created RO by applying customer specific rates and mark-ups. Reach out to technicians and regional service managers on repairs and required information to process invoices. Communicate with customers via email, fax, or phone to retrieve purchase order approvals. Request and collect payments from customers and/or discuss billing issues. Working in customer online portals, and billing systems. Working with vendors to obtain service warranty Gather necessary paperwork and upload into system for records. Requirements High School Diploma/GED and 3 years' experience in a related field. The right candidate could also have a different combination, such as any level degree/certification beyond a HS diploma/GED in a related discipline and up to 1 year of experience; or 5 years' experience in a related field Self-sufficient work ethic Prior experience in the Auto Repair/Maintenance industry is highly preferred. Excellent Microsoft Excel skills Experience with Microsoft Outlook and Microsoft Word Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Maintains professional but friendly demeanor. Demonstrates strong interpersonal and customer service skills. Communicates clearly and effectively. Pays close attention to detail. Exhibits ability to remain calm and polite when dealing with frustrated customers and/or technicians. USD 16.15 - 24.23 per hour Compensation: Hourly base pay rate is $16.15 - $24.23/hour. The hourly base rate may vary within the anticipated range based on factors such as the ultimate location of the position and the selected candidate's knowledge, skills, and abilities. Position may be eligible for additional compensation that may include commission (annual, monthly, etc.) and/or an incentive program. Benefits: Employees are eligible to receive a minimum of 6.67 hours of paid time off every month and seven paid holidays throughout the calendar year. Employees are also eligible for additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave. Applicants must currently be authorized to work in the United States for any employer without current or future sponsorship.