Fleet & Operations Admin Manager

• Location 52 York Avenue,Randolph, MA, 02368,United States
• Base Pay $75,000.00 - $85,000.00 / Year
• Employee Type FT Exempt

Description

Job Title: Fleet & Operations Admin Manager

Location: Remote

Pay range:$75-$85K annually based on experience

Job Type:Full-time, Exempt

Position Description

We are looking for a Fleet & Operations Admin Manager to join the Operations team. Success in this role may open the doors to many opportunities for advancement within the company!

As a key member of the Operations team, the Fleet & Operations Admin Manager will report to the COO and will play an important role in supporting operational efficiency by overseeing fleet management, including vehicle maintenance, expense tracking, and related administrative functions.

Position Key Criteria/Requirements

Required Qualifications

• 2+ years of experience managing a fleet, including vehicle maintenance, repair coordination, lease and rental management, and expense tracking.
• 2+ years of administrative support experience, preferably in construction, installation, or field services.
• Experience managing an operating budget and tracking expenses such as fuel, maintenance, repairs, travel, and other operational costs.
• Demonstrated ability to improve processes, streamline operations, and make cost-based recommendations to leadership.
• Strong time management, organizational, and prioritization skills.
• Ability to work flexible hours and respond to occasional after-hours calls related to emergency vehicle breakdowns, travel disruptions, or other unexpected operational needs.

Preferred Qualifications

• Experience coordinating business travel, including flights, hotels, and rental cars, for traveling employees.
• General knowledge of the construction industry.
• Valid driver's license. This position may be remote, with local team members assisting with vehicle drop-offs as needed.

Position Accountabilities

• Own fleet management of 30-50 vehicles, installer travel, and designated operations systems end to end; accountable for results, not just task completion.
• Maintain a complete, current record for every vehicle across all regions (VIN, plate, registration, inspection, insurance, lease/ownership status, assigned driver, mileage), and renew registrations, inspections, and insurance at least 30 days before expiration, with zero lapses.
• Manage the approved fleet budget (fuel, maintenance, repairs, rentals, tolls, and other operational costs) and reconcile fleet expenses monthly.
• Book all installer travel (air, hotel, rental car) based on approved travel plans from Install Managers, and manage travel changes, cancellations, and disruptions, including after-hours and weekends.
• Serve as the central point person and accountable for management of operations systems across all regions: warehouse alarm and security cameras, vehicle GPS (Verizon), and WEX gas cards.
• Build and maintain written SOPs for fleet, travel, and systems processes.
• As needed, provide administrative support to Install Managers who are in the field, including entering and updating the schedule as directed, making customer calls and emails to schedule direct jobs, collecting daily time sheets, following up on missing ones, and supporting onboarding and offboarding of field team members.
• Experience with fuel card programs, vehicle GPS/telematics, and online travel booking tools (preferred)
• Familiarity with scheduling software and timekeeping systems a plus
• Attention to detail and problem-solving skills
• Strong organizational and planning skills in a fast-paced environment

Company Benefits

• Health Insurance (90% company funded for employee & dependents - benchmarked against marketplace gold plan)
• Dental/Vision Insurance (70% company funded)
• Company-paid Basic Life Insurance (100% company-funded)
• Company-paid…