Fleet Administrator - Cypress, CA

Introduction

Raymond West is looking for a dynamic Fleet Administrator to join our team! The Raymond West Fleet & Procurement group manages a 900+ Vehicle Fleet as well as ongoing procurement of goods and services for all Raymond West companies. We are seeking a Fleet Administrator to support and assist the Fleet & Procurement manager with all vehicle fleet needs.

• Maintain Vehicle Fleet records and files including Vehicle Assignments, Maintenance Records, Title/License/Registration/DOT Filings, Purchase/Lease Documentation, Fuel Cards and Fuel PIN assignments, GPS Assignments, Insurance Claims, Fleet Vendors & Contracts
• Monitor and approve incoming repair orders from 3rd party service vendors for our fleet of vehicles, ensuring all service programs are followed and unrequired upsells are denied.
• Coordinate completion of required vehicle inspections, emissions testing, and weight certifications with the assigned driver.
• Prepare and submit title/registration documents to federal/state vehicle regulatory agencies (DMV, DOT, IFTA, FMCSA, etc.), including state transfers, sales, purchases, proof of insurance, annual registration renewals, tax filings, etc.
• Compile and maintain a complete list of all outstanding title work. Report to management on the status of any missing or problem titles/registrations.
• Report all vehicle sales and purchases to accounting.
• Maintain records of all vehicle manufacturer warranties and vehicle service vendor warranties.
• Maintain all vehicle and property insurance claims from submission to close.
• Utilize the vehicle GPS cameras or site security cameras to pull accident footage for submission to the insurance company and/or legal team as needed.
• Coordinate with assigned drivers, management, and repair vendors for timely completion of vehicle/property damage claims.
• Maintain Fleet Shop inventory by checking stock to determine inventory level, anticipate needed supplies, place, and expedite purchase requisitions for parts/supplies.
• Create and maintain comprehensive and accurate documentation of all completed and pending projects.
• Compile information and reports for department managers & executives as needed.
• Field phone calls and emails from employees and vendors in relation to Fleet activities.
• Coordinate and work with third party vendors and client resources for accurate and timely execution of projects.
• Assist the Fleet & Procurement Manager in ensuring all projects are delivered on-time, within scope, and within budget.
• Provide support and act as the liaison between Fleet Vendors and company employees.
• Assist drivers with scheduling service appointments with our internal Fleet Shop.
• Provide accurate and timely information to management, drivers, and vendors via email, phone, or text.
• Route incoming mail to designated employees in the Fleet Department.
• Manage the movement of fleet documents and materials between company branches.
• Perform other administrative/clerical duties as assigned by leadership.
• Report and elevate issues to management/executive team as needed.
• Maintain strict confidentiality regarding business-related items and conversations.

• Excellent written and verbal communication skills
• Excellent Organizational Time Management skills
• Prior experience with Fleetio, Samsara, WEX, or AtoB platforms is preferred.
• Proficient in MS Office 365 Suite (Word, Outlook, Excel, PowerPoint, SharePoint, etc.) and related business software.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to speak effectively before groups of customers or employees of the organization.
• Must be able to maintain effective working relationships with employees, Co‑workers, and Managers in other departments.
• Must be willing to work off‑hours as specific needs dictate and willing to assume more responsibility as required.
• Ability to type, sixty words per minute is preferred.
• Detail‑oriented with the ability to multi‑task.
• Communicate effectively with all levels of employees, customers, and manufacturers, in person, on the telephone and in writing.
• Present a mature, professional appearance and…