Newrest is hiring: Administrative Assistant-FMT in Houston

Overview

The FMT Administrative Assistant supports the Fleet Maintenance Team by handling administrative, clerical, and organizational tasks. This role is responsible for maintaining accurate records, monitoring and tracking invoices, updating spreadsheets, and assisting in the coordination of day-to-day office operations. The Administrative Assistant ensures smooth communication within the department and provides critical support to management and staff to keep operations efficient and compliant.

Key Responsibilities

• Administrative Support
  • Perform data entry into maintenance systems, spreadsheets, and company databases.
  • Maintain and update department files, logs, and records in an accurate and timely manner.
  • Assist in scheduling, preparing documents, and coordinating communication between staff and vendors.
• Financial & Billing Tracking
  • Monitor, track, and reconcile invoices and billing statements related to vehicle maintenance and supplies.
  • Support the FMT Supervisor with purchase order (PO) documentation and budget tracking.
  • Ensure billing discrepancies are identified, corrected, and documented.
• Operational Assistance
  • Assist with generating reports and dashboards to track maintenance activity, costs, and performance metrics.
  • Support day-to-day office tasks including correspondence, filing, and record retention.
  • Help coordinate with vendors, contractors, and internal staff to support maintenance operations.

Education & Experience

• High school diploma or equivalent required; associate degree in business administration or related field preferred.
• 1–3 years of administrative, office support, or billing experience, ideally in a maintenance, logistics, or operations environment.

Skills & Competencies

• Strong organizational and time-management skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and ability to learn fleet management or ERP software.
• Strong attention to detail with a focus on accuracy in data entry and financial tracking.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team in a fast-paced environment.

Physical & Work Requirements

• Office-based role with occasional interaction in the shop/maintenance environment.
• Ability to sit for extended periods while using a computer.
• Flexible support extended or adjusted hours during peak times.