Administrative Specialist (Charlotte)
Calculated Hire, Charlotte, NC, United States
Work Management Specialist (WMS)
Schedule:
7:00 AM – 3:30 PM or four 9-hour days with a half-day Friday
Position 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 timeliness
Manage vendor account reconciliation and fleet credit card expenditures across multiple expense management systems
Enter and maintain employee timesheets in payroll systems (MyTime)
Process expense reports for garage personnel, including company-issued credit card transactions and direct bill invoices
Maintain and update service management systems (Maximo) with work orders, repair details, asset coding, licensing, registration, and storm-related charges
Coordinate fleet asset management activities, including preventive maintenance scheduling, inspections, licensing/registration, and asset reassignments
Perform account code validation for business units as needed
Submit and track facility maintenance and repair requests
Operational & Administrative Support:
Support supervisors and technicians with:
Travel coordination and scheduling
System and portal support (basic troubleshooting and Q&A)
Onboarding and setup for new technicians
Mail handling (internal and external)
Meeting and conference coordination
Provide ad hoc administrative and operational support as required
Qualifications:
Strong attention to detail and organizational skills
Experience with data entry, invoicing, or expense reconciliation
Ability to manage multiple systems and tasks simultaneously
Proficiency in Microsoft Excel and general office software
Strong communication and problem-solving skills
Experience with systems such as Maximo or similar asset/work management tools preferred
Schedule:
7:00 AM – 3:30 PM or four 9-hour days with a half-day Friday
Position 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 timeliness
Manage vendor account reconciliation and fleet credit card expenditures across multiple expense management systems
Enter and maintain employee timesheets in payroll systems (MyTime)
Process expense reports for garage personnel, including company-issued credit card transactions and direct bill invoices
Maintain and update service management systems (Maximo) with work orders, repair details, asset coding, licensing, registration, and storm-related charges
Coordinate fleet asset management activities, including preventive maintenance scheduling, inspections, licensing/registration, and asset reassignments
Perform account code validation for business units as needed
Submit and track facility maintenance and repair requests
Operational & Administrative Support:
Support supervisors and technicians with:
Travel coordination and scheduling
System and portal support (basic troubleshooting and Q&A)
Onboarding and setup for new technicians
Mail handling (internal and external)
Meeting and conference coordination
Provide ad hoc administrative and operational support as required
Qualifications:
Strong attention to detail and organizational skills
Experience with data entry, invoicing, or expense reconciliation
Ability to manage multiple systems and tasks simultaneously
Proficiency in Microsoft Excel and general office software
Strong communication and problem-solving skills
Experience with systems such as Maximo or similar asset/work management tools preferred