Job Summary
The Fleet Administrator plays a critical role in supporting fleet and maintenance operations by managing administrative workflows, financial processes, and system coordination. This position ensures accuracy, timeliness, and consistency across invoicing, vendor management, reporting, and operational procedures. The role enables leadership and Fleet Equipment Managers (FEMs) to focus on strategic priorities by improving efficiency, compliance, and process standardization
Principal Duties and Responsibilities
Manage end-to-end invoice workflows, including resolving invoices not entered into MSR and tracking invoices aging beyond seven days
Ensure timely and accurate invoice processing and payment coordination
Enter invoices into Samsara and maintain proper expense coding
Coordinate maintenance-related pre-approvals between Samsara and MSR
Set up vendors, complete credit applications, and maintain vendor records
Manage inventory levels and coordinate ordering of supplies for facilities and FEMs
Maintain schedules, records, and qualification data within Samsara
Monitor tracker communication to ensure asset visibility and performance
Assist with asset transfer processes and documentation
Generate and monitor operational reports including audits, tracker compliance, and special projects
Support development, documentation, and enforcement of Standard Operating Procedures (SOPs)
Identify process improvement opportunities to enhance efficiency and accuracy
Provide administrative coordination across fleet, maintenance, and finance teams
Participate in project work as required
Perform other duties as assigned
Qualifications
High School Diploma or equivalent (Associate or Bachelor’s degree preferred)
2+ years of transportation, fleet, or administrative operations experience preferred
Experience with fleet management systems (e.g., Samsara, MSR) strongly preferred
Proficiency in Microsoft Office, especially Excel
Strong organizational skills and attention to detail
Ability to manage multiple priorities in a fast-paced environment
Strong communication and problem-solving skills
Basic understanding of supply chain and logistics operations
The Company is an Equal Opportunity Employer.