Administrative Assistant 3

The Administrative Assistant 3 provides reliable, detail-oriented support to the Fleet Department, with a strong emphasis on data entry, record management, fleet documentation, mail processing, fleet compliance activities, and general administrative support. This role is ideal for someone who thrives in an office environment, is comfortable managing large volumes of detailed information, and can consistently support operational processes with accuracy and efficiency.

The Administrative Assistant 3 provides reliable, detail-oriented support to the Fleet Department, with a strong emphasis on data entry, record management, fleet documentation, mail processing, fleet compliance activities, and general administrative support. This role is ideal for someone who thrives in an office environment, is comfortable managing large volumes of detailed information, and can consistently support operational processes with accuracy and efficiency.

• Enter, update, and maintain accurate vehicle, equipment, and asset information within fleet management and asset tracking systems.
• Process fleet registrations, tags, titles, invoices, and related documentation in a timely and organized manner.
• Review and route vehicle citations, identify drivers within the system, and communicate with employees regarding violations and required follow-up.
• Run, analyze, and distribute recurring fleet reports, including asset delivery updates and vehicle tracking information.
• Maintain organized filing systems and assist with backlog document processing to ensure records are complete and up to date.
• Support driver token issuance and fleet compliance processes by preparing documentation and tracking required information.
• Respond to internal inquiries and provide administrative support to the fleet team, ensuring prompt and professional communication.
• Assist with timekeeping entry, including accurate recording and verification of hours and related information.
• Support purchasing activities by preparing documentation, tracking orders, and coordinating with internal stakeholders.
• Coordinate scheduling activities for meetings and fleet-related appointments, ensuring calendars and timelines are maintained.
• Process incoming and outgoing mail and documentation related to fleet operations and general office administration.
• Perform general clerical and administrative tasks to support a fast-paced, operations-focused office environment.

• 11+ years of experience providing expert-level administrative support in an office environment.
• Strong data entry skills with demonstrated accuracy and attention to detail when working with large data sets.
• Proficiency with Microsoft Excel and Microsoft Office applications.
• Ability to manage, organize, and maintain large volumes of documentation and records.
• Experience providing administrative support in a fast-paced office environment.
• Excellent communication skills, including clear written and verbal communication with internal stakeholders.
• Strong organizational skills with the ability to prioritize tasks and manage multiple responsibilities.
• Comfort working with repetitive administrative tasks and detailed information on a daily basis.
• Experience with clerical functions such as filing, document management, scheduling, and mail processing.
• Ability to work effectively with fleet management, asset tracking, and document management processes.

• Experience in fleet, transportation, logistics, automotive, or asset management environments.
• Experience working with registration, title, compliance, or asset tracking documentation.
• Experience generating reports and working within database systems or fleet management platforms.
• Administrative experience supporting operations-focused teams and departments.
• Familiarity with scheduling and coordinating activities related to fleet operations and office administration.

This role is primarily office-based, with four days per week working on-site and one day remote on Fridays. The work environment is fast-paced and operations-focused, requiring regular use of Microsoft Office, Excel, and database or fleet management systems. The position involves extensive interaction with documentation, records, and data, as well as routine clerical tasks such as filing and mail processing. The setting supports collaborative work with the fleet team while maintaining a structured, organized approach to daily…