Fleet Administrator

Description Position Summary

The Fleet Administrator is responsible for the day-to-day administration, accuracy, compliance, and operational readiness of a fleet of approximately 1,600 vehicles
. This role maintains vehicle and employee records, documentation, maintenance data, fuel programs, and fleet information across Fleetio, Azuga, A2B
, and other applicable systems.

The ideal candidate is highly organized, detail-oriented, and capable of managing a high volume of data while maintaining exceptional accuracy and compliance.

• Maintain accurate records for approximately 1,600 vehicles throughout the entire vehicle lifecycle.
• Manage vehicle registration, insurance, licenses, inspections, maintenance records, and other required documentation.
• Coordinate vehicle onboarding and offboarding
  , including registration, insurance, documentation, and system setup/removal.
• Identify and resolve missing, expired, or inaccurate documentation.
• Conduct regular audits and reconciliations across Fleetio, Azuga, A2B, and supporting records.

• Maintain accurate and complete Fleetio records, targeting 95%+ current maintenance data
  .
• Enter and monitor scheduled and unscheduled maintenance, inspections, vehicle status, and maintenance schedules.
• Track overdue maintenance and inspections and coordinate timely resolution.
• Identify recurring maintenance issues, data gaps, and process opportunities that may affect fleet availability.

• Maintain accurate vehicle, employee, driver, and vehicle-assignment information in Azuga.
• Manage employee/driver onboarding and offboarding within the system.
• Ensure Azuga information aligns with Fleetio and other fleet management platforms.

• Administer the fleet fuel card program, including issuance, activation, changes, and cancellation.
• Ensure fuel cards are accurately assigned to employees and/or vehicles and resolve discrepancies.
• Partner with Operations, Maintenance, HR, Insurance, vendors, and other stakeholders to resolve fleet issues and maintain operational readiness.

• Experience in fleet administration, fleet management, transportation, logistics
  , or a related field.
• Demonstrated experience with Fleetio and Azuga
  .
• Experience managing vehicle registration, insurance, inspections, maintenance, and compliance documentation.
• Strong data-entry, Excel, computer, organizational, and time-management skills.
• Exceptional attention to detail and data accuracy.
• Ability to manage a high volume of vehicle and employee records.
• Experience with fuel card administration or fuel management.
• Ability to identify discrepancies, establish consistent processes, and proactively resolve issues independently.

• Experience supporting a fleet of 1,000+ vehicles
  , ideally approximately 1,600 vehicles
  .
• Experience with vehicle lifecycle management, fleet compliance, maintenance/inspection programs, and employee-to-vehicle assignments.
• Experience auditing and reconciling data across multiple fleet management systems.

Success will be measured by the ability to:

• Maintain accurate and current fleet records across all systems.
• Keep Fleetio maintenance data at or above 95% current/complete
  .
• Ensure registrations, insurance, inspections, licenses, and required documentation remain current.
• Complete vehicle and employee onboarding/offboarding accurately and promptly.
• Maintain accurate employee-to-vehicle assignments.
• Minimize discrepancies between Fleetio, Azuga, A2B
  , and supporting records.