Clerical Assistant

Clerical Assistant

PMO Notes:

• Types of vehicles expected to be driving compact sedan like a Toyota Prius, small SUV like a Ford Escape/Edge or Toyota Rav4. Rarely it would be a pickup truck like a Ford F-150. However, the candidate may need to move larger vehicles such as full-sized Ford Transit, Ram Promaster cargo vans, up to a box truck sized vehicle in the depot. Candidate would not be asked to drive any vehicle out of their licensed class.
• 85% in office work with 15% conducted in the field with vehicles/traveling to off site municipalities/locations.
• MVR Check is REQUIRED
• Great for a candidate to understand what a VIN # is.
• Not driving DOT vehicles
• Automotive experience would be highly preferred – gold start candidate
• Fully in office 5 days per week
• Not driving a personal vehicle for this role. Expense eligible as/if needed for local travel from the office.
• Not expected to work weekends but need to be open to it
• OT would be mostly worked during the week days, if at all.
• Travel to DMV and moving cars in yard
• Registration permits, fee management, track spreadsheets, new vehicles deliveries, working with vendors
• Very high volume
• Must have strong customer service experience.

Job Title: Clerical Assistant

Number of Openings: 1

Rate Details: $24-28/hr

Location: Astoria, NY 11105

Hybrid/Remote: Full in Office

Overtime: OT Mandate at times

Team Dynamic and Department: 5

Years of Experience: 2 years of experience

Related Industry Background: Fleet Experience, Automotive Industry knowledge, DMV

Travel: Locally

Target Start Date: 5.26.2026

Interview Process: 2-step interview

Type of hire: 6 month contract, extensions based on performance

Reason for Open Position: Workflow increase

Shift/Schedule: 7:00am 3:30pm EST, 30 minute lunch break

Performance Details:

• Candidate providing various administrative and organizational support with company vehicles.

Responsibilities/Job Description:

• Processing documents, registrations, titles, permits, and licensing. Maintaining, tracking, updating related data into the vehicle management system (Fleetwave).
• Oversee vehicle deliveries and pick ups from vendors and company employees.
• Manage the receiving and distribution of vehicles from vendors and internal customers. Working with vendors and customers for vehicle deliveries, pick ups and provide support with garages, fleet data and other administrative functions as needed.
• Assist with Department of Motor Vehicle, permitting and licensing tasks and Finance tasks. Including traveling to municipal offices, other locations as needed to process documents and other duties necessary to manage the fleet of vehicles.
• Work collaboratively with stakeholders throughout the company to ensure alignment on strategic objectives and deliver excellent customer service.
• Responsible for data entry using the vehicle management system and spreadsheet, such as vehicle information, preventative maintenance schedule, and other related information.
• Develop and maintain Microsoft Word and Excel data spreadsheets.

Required Skills:

• Organizational skills. Ability to manage large workload volume effectively
• Written and verbal communication skills. Ability to communicate effectively with vendors, customers, various stakeholders
• Well organized, detail oriented and flexible to handle multiple assignments. Ability to provide accurate record keeping, tracking and data entry to ensure compliance
• Proficiency in MS Office Suites

Preferred Skills:

• Experience and knowledge of the automotive industry Preferred
• Experience with DMV procedures and forms Preferred
• Fleet Experienced Preferred

Education or Certification Requirement:

• Must have associates degree
• Must have Valid U.S Drivers License