Fleet Administration Specialist

Company Overview

Fabick Cat is the authorized dealer of Caterpillar equipment, prime and stand-by power systems, parts and service, compact construction, and rental equipment for major portions of Illinois, Missouri, the entire state of Wisconsin and the Upper Peninsula of Michigan. We have been in business for over 100 years and are headquartered in Fenton, Missouri. For more information visit

At Fabick Cat, you are beyond just an employee, you are a part of the Fabick family. A family that has worked so diligently to cement a legacy that was built over 100 years ago through a collective vision "To Ever Serve Our Customers Better". This legacy could not have been possible without first employing then developing the best and brightest talent the market has to offer.

We believe it to be of the upmost importance to invest in our workforce by supporting and empowering employees to develop the necessary skills to become successful in their own career.... to become a legacy. Are you ready to join our family legacy to continue our existence as 'the greatest service organization of its kind' over the next 100 years?

The Fabick family appreciates and values the ongoing commitment of its employees and is pleased to provide a highly competitive total compensation and benefits package.

The Fleet Administration Specialist independently manages the administrative and operational activities required following the sale and rollout of fleet equipment. This position serves as the central coordination point among Sales, Fleet, Rental Operations, Finance, branches, vendors, and other internal partners to ensure equipment records, orders, documentation, insurance, billing, system configuration, and customer commitments are completed accurately and on schedule. The Fleet Administration Specialist evaluates rollout requirements, establishes administrative priorities, resolves discrepancies and process exceptions, and determines appropriate next steps within established business policies.

The position supervises a Rental Support Specialist, delegates and prioritizes supporting administrative work, reviews work quality and completion, and provides coaching and process guidance. The position also analyzes fleet information, identifies operational and financial risks, recommends process improvements, and provides reporting and guidance throughout the post-sale lifecycle.

• Own the administrative implementation of fleet transactions following sales approval and rollout initiation.
• Review sales documentation, customer requirements, equipment information, pricing, delivery commitments, and internal approvals to determine rollout readiness.
• Develop and manage rollout checklists, timelines, responsibilities, and required system activities.
• Determine administrative requirements for nonstandard or complex transactions and select the appropriate resolution path within established policies.
• Coordinate cross-functional handoffs and resolve issues that could delay rollout completion.
• Maintain stakeholder visibility into status, risks, decisions, and outstanding actions.

• Coordinate equipment order entry, receipt, transfer, assignment, and final disposition across applicable systems.
• Validate asset details and independently resolve discrepancies involving serial numbers, ownership, configuration, location, cost, or status.
• Evaluate open orders and vendor commitments, identify risks to rollout timelines, and determine appropriate follow-up or escalation.
• Ensure fleet records remain accurate and aligned across business systems.
• Recommend corrective action when inventory, order, or equipment records do not align.

• Review transaction documentation and determine readiness for invoicing.
• Validate pricing, freight, equipment costs, credits, fees, and other billing components.
• Research and resolve discrepancies involving vendor invoices, customer invoices, purchase orders, and fleet records.
• Coordinate corrections with Sales, Finance, Purchasing, vendors, and branches.
• Develop and maintain controls that support billing accuracy, timely financial closeout, and appropriate documentation.

• Evaluate customer insurance documentation against established requirements and determine when additional information or corrective action is required.
• Determine when Rental Equipment Protection or another approved risk treatment applies.
• Coordinate resolution of deficient or incomplete documentation and administer related claims.
• Identify recurring compliance issues and recommend process improvements or additional controls.

• Evaluate post-sale administrative processes and identify opportunities to improve efficiency, accuracy, controls, and customer experience.
• Develop procedures, tools, and training materials and communicate process changes to affected…