Position SummaryCoordinate fleet records, maintenance follow-up and compliance paperwork while providing office and plantadministrative support. Keep information accurate, track deadlines and open issues, and communicate updatesamong operations, logistics, drivers, maintenance and accounting.Key Responsibilities
- Fleet administration: Maintain vehicle, trailer and equipment records, assignments, locations, registrations,inspections, service intervals and availability. Track mileage, engine hours, telematics alerts, fuel cards andunusual usage or charges.
- Maintenance coordination: Schedule approved preventive maintenance and repairs; track quotes, approvals,work orders, parts, downtime, completion records and warranty opportunities. Coordinate roadside servicethrough the designated manager and escalate unresolved defects promptly.
- Compliance support: Track permits, licenses, renewals and assigned driver qualification records. Reviewvehicle inspection and hours-of-service exception reports for missing records or unresolved issues; routeconcerns to the responsible lead and track closure. Support onboarding, training records, audits, insurancerequests and incident documentation.
- Logistics and plant records: Update shared schedules, load status and fleet availability. Maintain truck, tankerand rail shipment files, scale tickets, bills of lading, inventory movements and operator records for wastewater,depackaging, transloading and oil processing. Flag missing or conflicting information.
- Billing and purchasing: Assemble billing packets; verify quantities, approved rates and supporting documents.Match vendor invoices to approved work and receipts, resolve missing paperwork, obtain quotes, preparepurchase requests and track approved orders and deliveries.
- Office assistance: Handle calls, emails, visitors, deliveries and routine inquiries. Maintain files, supplies,contact lists, meeting notes, action items and handoffs. Gather timekeeping corrections for approval; coordinatecontractor paperwork and protect confidential information.
- Reporting and follow-up: Provide daily status updates, weekly summaries of open items and monthly fleetand cost reports using reliable source records. Maintain assigned safety, environmental and sampling reminders;escalate missing records and potential deviations.QualificationsHigh school diploma or equivalent and relevant office, fleet, dispatch, maintenance or plant support experience.Strong organization, communication, accuracy and follow-through; proficiency with spreadsheets, email andshared files; ability to learn business and fleet systems. Three or more years of relevant experience and familiaritywith DOT records, maintenance, shipping documents or industrial operations preferred. College degree notrequired.Authority, Work Environment & PerformanceNo direct reports. Follow delegated approval limits; designated managers and qualified personnel retain regulatory,technical, safety, operating and financial approval responsibilities. Primarily onsite office work with routine plant and yardaccess; follow safety rules and wear required PPE, with reasonable accommodation as applicable. Success is measured byaccurate, timely records, complete billing packets, current fleet status and closure of assigned follow-ups.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.