Fleet and Field Services Admin/Office Manager

Description

• Maintain and update master lists for trucks and equipment.
• Review and submit mechanic timecards daily; follow up on any incomplete or missing submissions.
• Configure Samsara Vehicle Telematics for fleet assets.
• Process internal shop invoices, ensuring proper coding, purchase order verification, and routing for approval.
• Schedule bulk fuel and DEF deliveries.
• Coordinate annual inspections of shop and yard facilities with the Fire Department and Department of Ecology.
• Receive, organize, and distribute vehicle registrations and all related DMV paperwork for fleet vehicles and equipment.
• Manage DOT paperwork and ensure ongoing compliance with regulatory requirements.
• Manage equipment repairs and maintenance using CLUE and Equipment360 systems.
• Track Accident Damage costs and prepare documentation for review with the Safety and Claims Departments.
• Set up Samsara Gateways for new projects and service locations.
• Process third-party invoices, including accurate coding, repair verification, and maintenance documentation for fleet vehicles and equipment.
• Perform daily data entry to support fleet and maintenance records.
• Generate equipment and vehicle repair orders, as well as preventative maintenance work orders, for mechanics and oilers.
• Provide organizational, tracking, and process support to both Shop and Field teams.

Requirements

• Ability and willingness to learn new tasks.
• Demonstrate a full understanding of company expectations by thoroughly reading and adhering to the Goodfellow Bros. Employee Handbook.
• Experience as an operations coordinator or similar role
• Computer experience with various computer software programs is required.
• Able to communicate effectively with employees and project teams
• Candidates must have the legal right to work in the US without employer sponsorship.
• Able to prioritize tasks and work independently
• Experience with Vista by Viewpoint is preferred.
• High School Graduate or equivalent
• Experience with HCSS Dispatcher, HCSS Heavy Job, HCSS E360 and CLUE preferred.
• Experience in the customer service field is preferred
• Construction industry and vocabulary knowledge of heavy equipment is preferred.
• Experience with Word and Excel required.
• Organizational skills are required.
• Must be highly organized, able to handle multiple tasks, and meet varying deadlines
• Basic bar chart scheduling knowledge is preferred.

Benefits

• Disability & Life Insurance: Company-paid short-term and long-term disability, plus life insurance coverage up to 1.5x your annual salary.
• Wellness Incentives: Earn up to $700 per year for participating in healthy lifestyle activities.
• Paid Time Off: Up to 26 days of vacation, 9 sick days, and 11 paid holidays annually.
• Parental & Family Leave: One paid bonding week, with additional unpaid leave available.
• Employee Stock Ownership Plan (ESOP): As a partially employee-owned company, GBI offers eligible employees the opportunity to build long-term wealth through shared ownership.
• 401(k) + Profit Sharing: Immediate eligibility with generous annual employer contributions that go beyond traditional match programs.
• Medical, Dental & Vision Insurance: Low-cost plan options, including Premera HSA (WA, OR, CA), Kaiser HMO (OR, CA, HI), and HMSA (HI). Preventive care is covered at 100%.
• Training & Career Growth: Access to leadership development programs, mentorship, and career advancement support.
• Perks & Community Programs: Charitable contribution matching, paid volunteer time, and retail discounts.
• Employee Referral Bonuses: Help grow our team and receive bonuses for successful referrals.

Training + Development

Interview process

Visa Sponsorship

Security clearance