Administrative Assistant / Porter

Helm Inc.; Mahwah (NJ); Hybrid; USD 42,000 - 60,000; Full time

Job summary

JLRNA's Technical Center in Mahwah, NJ is seeking an Administrative Assistant / Porter to support operations, logistics, and daily administrative tasks within a fast-paced automotive environment.

This role emphasizes safety, meticulous record-keeping, vehicle movement, 5S standards, and strong communication with JLRNA staff and supplier personnel to ensure smooth service and on-time deliveries.

Qualifications

• College degree preferred but not required.
• Minimum of 5 years of relevant experience.

Responsibilities

• Represent the technical center brand with professional, respectful communication.
• Record vehicle movements and maintain internal logs.
• Parking lot management and inventory staging for center vehicles.
• Assist with vehicle movement, detailing, and logistics.
• Perform vehicle inspections within 24 hours of arrival.
• Support administrative duties including repair orders, scheduling, and parts lookup.

Skills

5+ years of relevant experience

Organizational skills

Logistics coordination

Education

College degree preferred but not required

Job description

JLRNA is now hiring an Administrative Assistant / Porter.

The vision of the JLRNA Technical Center is to deliver a world-class service! Supplier personnel are expected to perform in line with this vision. The scope of work for the Administrative Assistant / Porter position is outlined below but not limited to:

Duties:

• Comply with health and safety standards and maintain a safe work environment in the Technical Center.
• Maintain shop cleanliness and follow published 5S standards.
• Maintain a professional relationship with JLRNA employees and supplier personnel.
• Maintain and use equipment in Technical Center to operational standard.
• Take reasonable precautions to protect company vehicles.
• Ensure training requirements, as outlined by JLRNA, are completed successfully on time.
• Maintain JLRNA's Key Track System.
• Co-ordinate the collection of disposable items (e.g. tires, oil, and scrap metal).

Responsibilities:

• Represent the technical center brand positively, maintaining respectful, helpful communication at all times to all parties.
• Record vehicle movements accurately in internal systems or logs.
• Parking Lot Management - Maintain a clean, safe, and organized layout of inventory, as it relates to the technical center, and ensure all vehicles belonging to the center are staged in the appropriate area(s). Remove trash, debris, and report any facility or safety hazards.
• Assist with vehicle movement, quick detail jobs, and logistics.
• Perform vehicle inspections on all required vehicles within 24hrs of vehicle arrival.
• Assist with administrative duties including, but not limited to: Repair Order creation and documentation, assisting Technicians and Shop Manager with locating and moving vehicles into and out of shop, vehicle test drives, vehicle refueling or recharging, contacting internal JLR clients for vehicle repairs and scheduling, assisting with Tech Center repair scheduling, communication with JLR clients regarding vehicle updates, cross training on parts lookup, warranty administration, and vehicle dispatching.

For Outbound Units:

• As per Technical Center's rework schedule, co-ordinate the transportation of vehicles from JLRNA's Technical Center to the transport vehicle carriers in support of the rework process.
• Signing out of keys from the Key Track System.
• Locating assigned units.
• Physical evaluation to assess any visible/ apparent damage (not limited to e.g. dents cracked windshield, scratches) to account for damage prior to handing vehicle(s) over to transport carrier(s).
• Short test drive/ lap vehicles to identify any fault/ service codes and/ or drivability issues to be addressed before release to transport carrier(s) (not limited to e.g. check engine light; service required; vibrations; road noise; poor braking; under/ over inflated tires).
• Removal of DTM plates and documentation of which vehicle removed from.
• Staging vehicles to be collected in designated collection zone.
• Updating various spreadsheets with units and carrier.

For Inbound Units:

• Scheduling delivery with transport carrier(s).
• Physical vehicle evaluation.
• Collection of all keys to deliver to Technical Center for Keys Track System entry.
• Short test drive/ lap to identify any fault/ service codes and/ or drivability issues to be addressed.
• Parking of delivered units.
• Interact with customers and provide exceptional experiences on a daily basis, including Business Personnel and transport companies.
• Assist in vehicle pick-up and exchanges with JLRNA employees, including scheduling pick-up and preparing vehicles. Preparation includes vehicle cleanliness, fuel, and free of defects/issues.
• Receive and dispatch vehicles to and from the transporters. Complete the transportation paperwork/process. Ensure all damages are noted on the delivery receipt while the carrier is present and obtain a copy of all necessary paperwork. Secure the vehicle and lock all keys in the Key Track System.

Requirements

• College degree preferred but not required.
• A minimum of 5 years of relevant experience is strongly preferred.