Fleet Administrator/Ops Support

Responsibilities:

• Support daily administrative operations within the Fleet function, including work order processing, documentation, and invoice handling
• Review incoming vehicle and equipment deficiency reports, identify duplicates, and escalate safety‐critical issues to leadership as appropriate
• Reconcile vendor invoices against maintenance and repair work orders within the asset management system and close completed items
• Prepare, code, and submit invoices for payment in accordance with established financial procedures
• Enter and reconcile fuel and credit card transactions using fleet payment platforms and internal systems
• Upload fuel usage and odometer data from fuel management systems into the enterprise asset management database
• Maintain organized records and documentation related to regulatory and compliance requirements, including inspections, emissions testing, and vehicle licensing
• Assist with scheduling vehicles and equipment for corrective repairs and preventive maintenance activities
• Provide clerical and administrative support to Fleet Supervisors and department leadership as needed

Required Skills:

• Experience performing administrative or clerical support functions in a fleet, maintenance, or operations environment
• Proficiency with Microsoft Office applications and general comfort working across multiple software systems
• Strong organizational skills with the ability to manage high volumes of documentation and transactional data
• Attention to detail with the ability to identify discrepancies and ensure accuracy in records and invoices
• General understanding of vehicle maintenance, repair processes, or mechanical terminology
• Education equivalent to an associate degree, technical training, or relevant work experience in a related field

Preferred Skills:

• Experience working with fleet, fuel, or asset management systems
• Familiarity with regulatory documentation such as inspection records, emissions compliance, and equipment registration
• Prior exposure to fleet maintenance operations involving construction or heavy equipment
• Experience coordinating maintenance schedules or supporting preventive maintenance programs
• Strong analytical skills with the ability to evaluate issues, consider alternatives, and support operational decision‐making
• Background supporting purchasing, inventory coordination, or general services functions