Administration Assistant (Transit Maintenance)

The Role

Provides clerical, administrative, and reception support to Transit Fleet staff.
 

Duties/Responsibilities

• Creates and updates work orders in the Fleet Management System (FMS), according to defect slip and as identified by service advisors/fleet supervisors. Records information on daily garage maintenance report sheets. Closes/approves completed work orders. Runs monthly report of open work orders and reconciles to FMS, for management review. 
• Assigns labour hours to work orders by importing attendance data from FMS. Works with other staff regarding missing/incorrect time and attendance data.
• Creates and updates Ministry of Transportation/Preventive Maintenance Inspection work orders initiated by Planner/Scheduler, Transit Fleet Maintenance. Closes completed work orders.
• Processes warranty claim payments. Notifies vendor of discrepancies. Updates FMS to reflect proper repair cost reporting.
• Records contractor invoices in FMS.
• Maintains information in spreadsheets (e.g., barcodes, work orders). Runs related reports for management, as required.
• Operates a multi-line telephone system. Answers telephone, responds to general inquiries, pages staff, transfers calls, and records messages.
• Operates a two-way radio (using proper radio procedure) to communicate with management regarding incidents/accidents requiring fleet services. Arranges roadside assistance with towing company, as required.
• Obtains vehicle license stickers (e.g., new fleet, replacements) and updates records.
• Provides administrative support at meetings (e.g., minutes, agendas), and to Passenger Amenities staff (e.g., information posts for route changes). 
• Maintains the central filing system for Transit Fleet (e.g., creates new files, files documents, arranges off-site storage of semi-active files). 
• In the absence of Transit Fleet Supervisor, responds to over-the-counter inquiries regarding scheduled and emergency maintenance; receives/returns keys; and completes staff absenteeism forms.
• Processes mail, faxes, and arranges for courier service.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of general office procedures, reading, writing, math, and communication skills acquired through a Grade 12 education plus 1 year of related office experience. 
• Knowledge of automotive parts and components.
• Time management, organizational, and problem-solving skills to organize work, determine priorities, and meet deadlines. 
• Communication skills to respond to requests for service; respond to inquiries courteously; communicate with staff/supervisor using a phone and two-way radio; relay information between Transit Fleet and vendors, towing company; convey emergency information between emergency services and management; and participate as an effective team member.
• Ability to follow verbal and written instructions, complete forms, records, reports, and letters, and record meeting minutes.
• Computer skills, using software such as Microsoft Office, and fleet management and document management systems. Skill in the operation of a multi-line telephone system and two-way radio.
• Ability to travel to locations within Waterloo Region.
• Ability to support and project the Region’s values.