Administrative Assistant

Guardian Fleet Services; Knoxville (TN); On-site; USD 1,653,000 - 2,480,000; Full time

Benefits offered by this job

Paid Time Off & Paid Holidays

Life and AD&D insurance

401(k) Plan

Short Term Disability & Long-Term Disb

Hospital Indemnity

Cancer plan

Employee Assistance Program

Employee Referral Bonus

Job summary

Guardian Fleet Services is seeking an Administrative Assistant I to support daily office operations in a fast-paced towing and impound environment. You will handle accounts payable, invoicing, and documentation of tow tickets, invoices, and payments, ensuring coordination between drivers, dispatch, customers, and management with professionalism.

The role emphasizes accurate data entry, attention to detail, and strong communication, especially under pressure, to keep the office compliant and

Qualifications

• 1+ year of administrative, clerical, or customer service experience.
• Basic understanding of accounts receivable, invoicing, or payment processing.
• Strong computer skills and data entry ability.
• Ability to learn towing/impound management systems quickly.
• Excellent communication, especially in stressful situations.
• High attention to detail and accuracy.
• Ability to work in a fast-paced environment with interruptions.

Responsibilities

• Process daily invoices accurately and on time.
• Assist with accounts payable and title processing.
• Review tickets for correct billing codes and docs.
• Post customer, motor club, and municipal payments.
• Reconcile daily cash, card, and check deposits.
• Follow up on outstanding balances and billing discrepancies.
• Prepare and send statements to customers and agencies.
• Maintain organized records for audits and compliance.
• Answer calls and help customers with invoice questions.
• Support dispatch and yard staff with vehicle data and notes.
• Assist with impound releases and fee collection.
• Enter data into towing management software with accuracy.
• Maintain office supplies and forms.
• Support management with reports and general tasks.

Skills

Accounts receivable

Data entry

Customer service

Office software

Communication

Tools

Towing management software

Billing system

Job description

What It Means to Be an Administrative Assistant at Guardian Fleet Services

Being an Administrative Assistant at Guardian Fleet Services means you are the operational backbone of a fast-paced towing and fleet-service environment. You’re the first point of contact for customers, drivers, vendors, and internal teams, ensuring every call, request, and task is handled with accuracy and urgency. Your work keeps the office organized, compliant, and running smoothly while supporting dispatch, management, and field operations.

Position Summary

The Administrative Assistant I supports daily office operations within a fast-paced towing and impound environment. This role focuses on account payables, customer communication, data entry, and accurate documentation of tow tickets, invoices, and payments. The Administrative Assistant ensures smooth coordination between drivers, dispatch, customers, and management while maintaining a high level of professionalism and attention to detail.

Key Responsibilities

• Process daily invoices with accuracy and timeliness.
• Assist with accounts payables and title processing
• Review tickets for completeness, correct billing codes, and required documentation.
• Post customer payments, motor club payments, and municipal payments into the accounting system.
• Reconcile daily cash, credit card, and check deposits.
• Follow up on outstanding balances, declined payments, and billing discrepancies.
• Prepare and send statements to customers, motor clubs, and contracted agencies.
• Maintain organized digital and physical records for audits and compliance.
• Answer incoming calls and assist customers with invoice questions, vehicle release requirements, and payment options.
• Support dispatch and yard staff by verifying vehicle information, updating system notes, and retrieving documentation.
• Assist with impound releases, including verifying ownership, confirming holds, and collecting required fees.
• Enter data into towing management software, ensuring accuracy in vehicle details, timestamps, and driver logs.
• Maintain office supplies, forms, and administrative materials.
• Support management with reports, filing, and general office tasks as assigned.

Qualifications

• 1+ year of administrative, clerical, or customer service experience (tow/transportation industry preferred but not required).
• Basic understanding of accounts receivable, invoicing, or payment processing.
• Strong computer skills, including data entry and use of office software.
• Ability to learn towing/impound management systems quickly
• Excellent communication and customer service skills, especially in stressful or emotional situations.
• High attention to detail and accuracy in documentation.
• Ability to work in a fast-paced environment with frequent interruptions.

Physical & Work Environment Requirements

• Ability to sit, stand, and walk for extended periods.
• Occasional lifting of up to 20 lbs. (files, office supplies, etc.).
• Work performed in an office located within an active tow yard; exposure to outdoor noise and vehicle traffic when assisting customers.

Benefits Offered:

• Paid Time Off & Paid Holidays
• $15K Employer paid Life and AD&D
• 401(k) Plan
• Short Term Disability &Long-Term Disability
• Hospital Indemnity
• Cancer plan
• Employee Assistance Program
• Employee Referral Bonus

We are an Equal Opportunity Employer and are committed to building a diverse and inclusive workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other protected status under applicable federal, state, or local laws. We believe that diversity strengthens our organization and are dedicated to providing a workplace free of discrimination, harassment, and retaliation. Employment decisions are based on qualifications, merits, and business needs.