Administrative Assistant II – Operations & Fleet

Our client is seeking an Administrative Assistant II
to provide operational, purchasing, and fleet coordination support for a busy field office. This role supports PO and invoice processing, ERP data entry, fleet assignments, office coordination, and monthly reporting activities. The ideal candidate has strong organizational skills, experience with Oracle or similar ERP systems, and the ability to manage multiple administrative workflows in a fast‑paced environment.

• Track and log invoices from service POs in the PO tracker.
• Review POs weekly in Oracle and update invoice status.
• Code non‑PO invoices and ensure accurate documentation.
• Maintain a materials receipt log to support PO tracking.
• Generate system receipts in Oracle once materials are confirmed as delivered.

• Assign and reassign fleet units as needed.
• Assist with fleet accruals and monthly reporting.
• Support technicians with fleet maintenance scheduling.
• Track registration renewals and ensure delivery to drivers.
• Coordinate disposal of high‑mileage or damaged vehicles.
• Coordinate detailing of returned units prior to redeployment.
• Manage pool vehicle reservations, check‑in/out, and key distribution.

• Oversee meeting room reservations and meal setup/cleanup.
• Coordinate shipping and package tracking through Fed Ex.
• Maintain office supplies, printer service requests, and paper levels.
• Support AED, rug service, and records management vendors.
• Manage office keys, vendor coordination, and facility service providers.

• Process check requests.
• Participate in monthly fleet meetings.
• Track safety leader awards and nominations.

• High school or equivalent required.
• Fleet or asset coordination exposure.
• Strong Microsoft Office skills, especially Excel.
• 1+ year of administrative or office coordination experience.
• Experience processing POs and coding invoices (PO & non‑PO)

• Oil & Gas / Energy industry experience.
• Experience with fleet management systems (e.g., Holman)