Fleet Administrator

Description

• Track, organize and maintain fleet-related documentation, including titles, registrations, insurance certificates, inspection records, and lease/finance agreements. Ensure compliance with DOT, OSHA, and other local/state/federal regulations.
• Help implement and maintain fleet policies and procedures, including communications to relevant personnel.
• Maintain and update the fleet asset database for all vehicles and equipment, from acquisition to disposal. Ensure data accuracy across multiple systems and reports.
• Administer the national fuel card program, including issuing new cards, monitoring usage, and reporting anomalies. Assist with the renewal of insurance policies and ensure new assets are promptly insured.
• Assist in tracking service intervals and liaising with national maintenance provider and internal site resources on issues, delays, and non-compliance.
• Assist in preparing regular fleet performance reports, maintenance cost summaries, and utilization data for management review.
• Assist with the reconciliation and processing of fleet related invoices.
• Support communication with fleet service vendors, lessors, and equipment suppliers. Request quotes, follow up on orders, and support pricing comparisons or contract reviews.
• Maintain inventory of surplus equipment and coordinate refurbishment, redeployment or disposal efforts as directed.

Requirements

• 2+ years of experience in an administrative or coordination role, preferably in logistics, maintenance, or fleet management
• Ability to multitask in a fast-paced environment
• Familiarity with fleet management systems, asset tracking tools, and Microsoft Office Suite (especially Excel)
• Associate degree or relevant certification preferred; equivalent experience considered
• Strong attention to detail and organizational skills
• Knowledge of DOT compliance requirements and vehicle/equipment maintenance processes
• Clear communication skills and comfort working with cross-functional teams
• Experience with ERP systems or fleet software such as Fleetio, Samsara, or equivalent

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance