Fleet Maintenance Administrative Assistant

Fleet Maintenance Administrative Assistant

The Fleet Maintenance Administrative Assistant plays a crucial role in ensuring the seamless functioning of the fleet maintenance department. This position involves handling administrative tasks, maintaining detailed records, and coordinating communication effectively to uphold the fleet's maintenance standards, regulatory compliance, and overall efficiency.

Compensation

$22.00‑$24.00/hour (non‑exempt)

Reporting Relationship

Reports to:

Director of Fleet Maintenance, Fleet Maintenance Superintendent, Fleet Maintenance Administrator

Quality Standards

• Conduct individual and business affairs in highest ethical and legal fashion.
• Establish and contribute to a supportive, creative, enthusiastic, and cooperative working environment for all.
• Build strong communication links with supervisors, peers, and employees.
• Continuously strive for excellence in the workplace, the Company environment, and as a Company representative.
• Comply with all Company policies and standards.
• Conducts business in alignment with the Mission, Vision, and Values of Pūlama Lāna‘i.

Responsibilities

• Maintain accurate and up-to-date records of all fleet-related activities, including repairs, maintenance schedules, and vehicle inspections.
• Track and document vehicle service history, ensuring that all maintenance records are organized and easily accessible.
• Serve as a point of contact for communication between the fleet maintenance department, drivers, and external service providers.
• Coordinate scheduling of vehicle maintenance and repairs, ensuring minimal disruption to daily operations.
• Assist in communicating with vendors and suppliers to obtain quotes, place orders, and track deliveries of parts and supplies.
• Assist in maintaining compliance with local, state, and federal regulations regarding fleet maintenance and documentation.
• Input data into fleet management software, ensuring accuracy and completeness of information.
• Assist in analyzing data related to vehicle maintenance costs, fuel efficiency, and overall fleet performance.
• Assist in tracking and managing the fleet maintenance budget by recording expenses, preparing reports, and identifying cost-saving opportunities.
• Assist in coordinating safety training programs for fleet personnel.
• Maintain records of safety inspections and ensure compliance with safety standards.
• Perform regular quality checks and audits to ensure data integrity, consistency, and compliance with established standards and policies.
• Regularly update and maintain fleet-related records in the FMIS, including vehicle registration, insurance documents, service history, and any other relevant documentation.
• Assist in generating reports and extracting data from the FMIS to provide insights and support decision-making processes for fleet management.
• Collaborate with fleet managers, supervisors, and other relevant stakeholders to gather and verify data, resolve discrepancies, and address any data-related issues.
• Maintain accurate and up-to-date documentation of data entry procedures, guidelines, and protocols to ensure consistency and standardization.
• Identify opportunities to streamline data entry processes, enhance data accuracy, and improve overall system efficiency and effectiveness.
• Assist in training new employees on FMIS data entry procedures, best practices, and system functionalities as needed.
• Assist with all Fleet Maintenance administrative functions to include but not limited to vehicle registration, PUC, Safety Inspections, timecards and payroll, purchase orders, invoice processing, travel arrangements, expense reports, etc.
• Performs other duties as assigned.

Qualifications

• High school diploma or equivalent. Additional relevant certifications or vocational training is a plus.
• Proven experience in data entry or administrative roles, preferably within a fleet management or transportation environment.
• Proficient computer skills, including data entry, spreadsheet software, and familiarity with FMIS software systems (such as Fleetio, RTA Fleet Management, or similar).
• Attention to detail and accuracy, with strong organizational and time management skills.
• Excellent verbal and written…