Fleet Administrative Assistant

JOIN OUR OLD TOWN TROLLEY FAMILY! Voted BEST EMPLOYER!

Named one of the Top 3 Employers and Best Leadership in St. Augustine. Proud winner of the Chamber Member of the Year and Florida’s First Coast Tourism Impact Award. Join the team everyone's talking about!

Position Purpose

The Fleet Administrative Assistant supports the trolley maintenance shop by managing parts inventory and providing general administrative support. This position is responsible for ordering, organizing, and distributing parts, maintaining vendor relationships, and ensuring accurate inventory tracking. The role also handles office duties such as responding to inquiries, filing, mailing, and data entry. This position requires strong organizational skills, attention to detail, and the ability to thrive in a fast-paced environment.

Employee Benefits

• Competitive pay and paid training: $22 per hour.
• All FT Employees are eligible for paid vacation time, as well as company sponsored health and wellness plans
• All FT, PT and Seasonal employees are eligible for: paid sick time, 401K plan with company matching*, fun and upbeat work environment with various award and recognition celebrations throughout the year, First Stop Health – 24 hr. access to doctor by phone or computer for employee and their dependents (Employer pays 100%), discounts in retail stores and free admission to all company attractions

Operating tours, attractions and retail in Boston, Charleston, Key West, Nashville, San Antonio, San Diego, St. Augustine, Savannah, and Washington, DC since 1980!

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*Eligibility requirements may apply

REQUIREMENTS

Essential Functions

• Answer telephone and company emails, and direct calls and emails to the appropriate person. Take and deliver messages to the appropriate person.
• Accurately complete and file monthly Mileage Reports for the tour and service vehicles.
• Maintain accurate log for fleet registration renewals; AR/AP Manager of expiring registrations.
• Accurately code company billings for Fleet Manager’s Approval
• Manage and maintain an accurate and organized inventory of all trolley parts, components, and supplies in parts management/fleet management system and on location.

Required Knowledge, Skills, and Abilities

• A high degree of self-motivation and the ability to work independently or as a team within the scope of established rules and regulations.
• Knowledge of administrative and clerical procedures and systems, managing files and records, and other office procedures and terminology.
• Proficient in systems such as Microsoft Word, Excel spreadsheets, Outlook email, including researching and retrieving data from the internet.
• Knowledge of inventory management principles and practices.
• Familiarity with parts cataloging and identification systems.

Qualifications

• Previous experience in clerical, secretarial, or business administration preferred.
• Prior experience in parts management

Other Requirements

• Must pass pre-employment MVR/background check and substance abuse testing.
• Valid Florida Driver’s License with an acceptable driving record for the past three years.
• Must pass an annual MVR.