On-Site Fleet Maintenance Admin Specialist

Penn State; Northern (KY); Hybrid; USD 41,000 - 65,000; Full time

Benefits offered by this job

Medical benefits

Tuition discounts

Vacation & holidays

Retirement plan

Job summary

Penn State’s Service Garage, now Transportation Services, seeks a Service Administrative Assistant (Intermediate or Senior) on-site at University Park. You will manage repair orders, billing, inventory, and reporting while supporting fleet software transitions.

Ideal candidates have strong customer service, organization, and communication skills, with experience in billing, inventory, and SAP Concur. Full-time, on-site role with a Monday–Friday schedule.

Qualifications

• Associate Degree is required for Senior Support; GED/HS accepted for Intermediate
• 4+ years of relevant experience for Senior; 2+ years for Intermediate
• Familiarity with technical service staff and bargaining contracts is preferred

Responsibilities

• Open, update, monitor, and close repair orders with complete documentation
• Process monthly billing and verify accuracy before processing
• Provide customer service to internal and external customers
• Reconcile P-Card transactions in SAP Concur
• Serve as technical/functional expert on garage-specific software
• Assist with billing, parts ordering, inventory management, and P-Card reconciliation
• Support administrative projects and reporting for Service Garage Management
• Assist in ordering parts and maintaining physical inventory
• Assign and maintain fuel cards and process fuel billing

Skills

Customer service

Organizational skills

Communication

Self-motivation

Education

Associate Degree

GED or HS

Tools

Microsoft 365

SAP Concur

SIMBA

Adobe Acrobat

Zoom

Job description

Penn State’s Service Garage, now Transportation Services, seeks a Service Administrative Assistant (Intermediate or Senior) on-site at University Park. You will manage repair orders, billing, inventory, and reporting while supporting fleet software transitions.

Ideal candidates have strong customer service, organization, and communication skills, with experience in billing, inventory, and SAP Concur. Full-time, on-site role with a Monday–Friday schedule.