Office Services Assistant jobs in Birmingham, AL

Advance Fleet Services, Advance Trailer Maintenance's sister location is hiring for an office assistant. Duties will include filing paperwork, billing work orders, answering phones, etc. Miner cleaning and office upkeep are required for this position. Hours are Monday- Friday 7 am-3:30 pm. May be flexible depending on demand. Pay will depend solely on experience. Must be dependable and have transportation. A background check is required.

Advance Fleet Services is looking for an Office Manager to join our team.

Who is Advance Fleet Services

Advance Fleet Services provides world-class service in fleet maintenance, tractor-trailer repair, and customer service. Advance Fleet Services is partnered with one of the largest shipping and delivery companies in the world and maintains a reputation for being a premier fleet service provider.

With strong company values and unparalleled expertise, Advance Fleet Services LLC will provide you with skills to excel in a rewarding career.

Job Summary:

We are looking for an Office Manager to join our growing team. The Office Manager
will perform specialized clerical and administrative assignments related to Office and tractor/ trailer repair operations. Job duties include providing support to department managers and employees, assisting in daily office needs, and managing the company’s general
administrative activities.

Job Responsibilities:

• Provide administrative support to the management team, and service truck personnel.
• Help home office ensure accurate and timely recording of Accounts Payable (AP) and Accounts Receivable (AR) activities.
• Proficient in QuickBooks, Excel, and Word doc.
• Knowledgeable in Office 365.
• Billing and sending reports to vendors.
• Handle typing, filing, record-keeping, computation, and maintenance of confidential and privileged information related to business office operations.
• Assist in coordinating meetings, scheduling, and preparing hand-outs as needed.
• Answer incoming calls, direct inquiries to the appropriate personnel, screen calls, take accurate messages, and schedule appointments.
• Direct client inquiries, complaints, and concerns to the appropriate individuals for resolution.
• Support daily office functions, including mail distribution, pickup, and delivery.
• Conduct weekly cleaning and organization of the office space to maintain a tidy and efficient work environment.
• Procure business office supplies, equipment, and run miscellaneous errands as required.
• The position requires strong leadership qualities. The qualities will be drawn upon to build an office team and maintain a cohesive and efficient work environment.

Required Skills & Qualifications:
General

1. Organizational Skills:

• Proficient in managing tasks, schedules, and resources effectively.
• Capable of maintaining a well-organized office environment.

2. Leadership and Team Management:

• Effective at supervising and motivating administrative and support staff.
• Skilled in delegating tasks and providing guidance to team members.

3. Communication:

• Strong verbal and written communication skills.
• Capable of consulting with staff, clients, and external contacts.

4. Problem-Solving:

• Proficiency in identifying and resolving issues in an efficient manner.
• Ability to make decisions that benefit the office and organization.

5. Time Management:

• Skilled at prioritizing tasks and meeting deadlines.
• Ability to allocate time efficiently to maximize productivity.

6. Attention to Detail:

• Thoroughness in reviewing documents and maintaining accurate records.
• Commitment to quality and precision in all tasks.

7. Adaptability:

• Ability to respond to changing priorities and manage unexpected challenges.
• Willingness to learn new tools, technologies, and office procedures.

Why Work at Advance Fleet Services

No matter what role you play, you are an important part of the Advance Fleet Services Team. We offer:

• Medical & Dental Benefits
• 401(k) Program with a Company Match
• Paid Time Off
• Paid Basic Life Insurance
• Supplemental Insurance

The Fine Print:
We will determine salary based on skills and experience in relation to the function of the role, as well as equity to employees in similar roles. Some benefits have eligibility criteria.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. This document does not create an employment contract, implied or otherwise, other than an “at-will” employment relationship.