Fleet Administrator

Fleet Management Project Assistant

The Fleet Management Project Assistant supports a national Field Services group by coordinating all aspects of vehicle and asset administration, including new hire equipment assignments, fleet documentation, and claim follow-up. This role ensures that vehicles, equipment, and related assets are accurately tracked, properly documented, and efficiently managed so drivers and field staff can operate without interruption.

Responsibilities

• Manage the new hire and termination process for field staff, including assigning and recovering equipment such as computers, meters, vehicles, ATVs/UTVs, and PIN numbers.
• Maintain and update the asset schedule for computers, vehicles, and other assigned equipment to ensure accurate tracking of all assets.
• Assist with asset purchasing by coordinating requests, gathering details, and supporting the procurement process as appropriate.
• Order transponders, fuel cards, and vehicle registrations as needed to support field operations.
• Process vendor invoices related to vehicles, equipment, and fleet services in a timely and accurate manner.
• Coordinate and manage the sale of company-owned assets, ensuring documentation and records are complete and up to date.
• Maintain comprehensive documentation for vehicles, trailers, and ATVs/UTVs, including titles, registrations, and related records.
• Manage vehicle registrations and renewals and communicate requirements and deadlines to appropriate staff and drivers.
• Assist in preparing asset inventories to support asset tracking installations and related projects.
• Update and maintain databases and spreadsheets related to fleet, assets, and claims to ensure data accuracy and accessibility.
• Process fuel cards and insurance documentation for new vehicle purchases, ensuring all required information is recorded and filed.
• Handle incoming mail distribution related to fleet operations, including registrations, fuel cards, and insurance documents.
• Process cancellation of telematics devices and ensure associated records and systems are updated.
• Scan registrations and fuel cards and organize digital records for easy retrieval and compliance.
• Reach out to drivers who submit claims to gather additional details and clarify incident information.
• Log Fed Ex tracking numbers for registrations and fuel cards into the master spreadsheet and email tracking information to drivers.
• Prepare, package, and mail out registrations, fuel cards, and related materials to employees in a timely manner.
• Communicate regularly with automotive repair shops and drivers to obtain claim updates and status information.
• Follow up by phone on open claims to verify current status, document progress, and help move claims toward resolution.
• Respond to emails and complete assigned tasks within 24 hours, with particular urgency for fuel cards and registrations that support field operations.

Essential Skills

• Experience with fleet management, field service support, or project coordination in an administrative capacity.
• Proficiency with Microsoft Excel, including the ability to create and use basic pivot tables and maintain spreadsheets for asset tracking.
• Ability to work with Excel databases to update, filter, and manage large sets of asset and tracking data.
• Skill in using Adobe PDF tools, including Adobe Acrobat Pro or similar PDF editors, to complete and edit forms and documentation.
• Proficiency with Microsoft Office applications to manage emails, documents, and spreadsheets in a professional environment.
• Strong administrative support skills, including organizing documentation, maintaining records, and managing multiple tasks simultaneously.
• Ability to complete time-sensitive tasks within 24 hours, especially related to fuel cards, registrations, and critical fleet documentation.
• Commitment to maintaining a 24-hour response time for email communications to support field staff and vendors effectively.
• Strong written and verbal communication skills for interacting with drivers, vendors, repair shops, and internal stakeholders.
• High attention to detail and accuracy when processing registrations, invoices, claims, and asset records.

Additional Skills & Qualifications

• Background…