Fleet Administrator

The Fleet Administrator supports the day-to-day operations of the company’s fleet and equipment by ensuring accurate recordkeeping, regulatory compliance, and effective coordination across departments. This role plays a critical part in maintaining organized fleet data, supporting driver compliance, and facilitating communication between vendors, branches, and internal teams.

Administrative Tasks

• Process registrations, titles, and renewals.
• Maintain vehicle records.
• Track required vehicle inspections.
• Manage tolls and citations.
• Submit approved invoices for processing.

Coordination

• Assist in tracking and maintaining vehicle assignment.
• Assist in assigning loaner vehicles when necessary. 
• Support driver file compliance and records. 

Data Management

• Process new equipment purchases through aspire.
• Ensure all equipment is added to insurance policies per department equipment is assigned.
• Assist with assigning fuel cards to appropriate departments on an as needed basis. 
• Coordinate insurance and accident documentation upon incident.

Communication

• Vendor coordination when receiving New Vehicles, Equipment, Parts, and Supplies.
• Communicate with drivers on a as needed basis. 
• Contact with other branches on a as needed basis. 

Qualifications & Requirements

• 2+ years of administrative experience, preferably in fleet, operations, or logistics 
• Strong organizational skills with high attention to detail 
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment 
• Proficient in Microsoft Office (Excel, Outlook, Word); Aspire experience preferred
• Strong communication and problem-solving skills 
• Basic understanding of vehicle registration, compliance, and insurance processes preferred 

Preferred Skills

• Experience working with fleet management systems (e.g., Samsara or similar) 
• Knowledge of DOT compliance and driver file requirements 
• Ability to analyze data and identify discrepancies or gaps in records 
• Experience coordinating with vendors and multiple branch locations

Work Environment