Fleet Administrator

Fleet Invoice Administrator

The Fleet Invoice Administrator plays a key role in supporting fleet services by accurately processing and managing fleet-related invoices and billing activities. This position manages day-to-day operations for fleet card and maintenance programs, including invoice reconciliation, vendor communication, and account maintenance for both U.S. and Canadian operations. The role also provides administrative and analytical support to drive ongoing process improvements and ensure a high level of service for clients and internal teams.

Responsibilities

• Manage all aspects of the fleet card program, including card setup, card maintenance, and account reconciliations.
• Accurately process and verify invoices for fuel, maintenance, and other fleet-related services.
• Perform detailed invoice reconciliation to ensure accuracy and resolve discrepancies promptly.
• Address vendor inquiries and billing discrepancies in a timely and professional manner, including issuing credits as needed.
• Handle billing issues and respond to billing inquiries from vendors, internal stakeholders, and clients.
• Support account executives and customer service representatives with client requests, account maintenance, and billing-related questions.
• Maintain accurate and up-to-date records for vendor accounts and assist with new vendor setup and onboarding.
• Manage processes for lost or stolen fleet cards and complete all related administrative requirements.
• Collaborate closely with internal departments, including Fleet Maintenance, Finance, and Client Service, to ensure smooth and efficient operations.
• Assist with special projects and reporting initiatives aimed at improving process efficiency and enhancing overall fleet billing performance.
• Provide administrative and analytical support to identify process improvements and implement best practices in invoice and billing management.
• Maintain a professional, customer-focused approach in all internal and external communications.

Essential Skills

• Minimum 2 years of experience in administration, billing, fraud, or account coordination, preferably within the fleet, automotive, or logistics industry.
• Demonstrated experience with invoice reconciliation and resolving billing issues and inquiries.
• Strong vendor management skills, including handling vendor inquiries and maintaining vendor account records.
• Excellent attention to detail with a high degree of accuracy in data entry and financial documentation.
• Strong organizational and analytical skills, with the ability to interpret and analyze billing and account data.
• Proficiency with Microsoft Office Suite, including advanced Excel skills such as pivot tables, VLOOKUP, and data validation.
• Excellent written and verbal communication skills with a professional, customer-focused approach.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Self-motivated with the ability to work both independently and collaboratively as part of a team.
• Valid driver's license.
• Eligibility to work in the United States.

Additional Skills & Qualifications

• Experience in the fleet, automotive, or logistics industry is preferred and considered a strong asset.
• Prior exposure to fleet card programs, fuel card management, or maintenance billing processes.
• Experience supporting both U.S. and Canadian operations in a billing or administrative capacity.
• Familiarity with vendor setup processes and maintaining vendor master data.
• Experience participating in or supporting process improvement and reporting initiatives.
• Comfort working cross-functionally with teams such as Fleet Maintenance, Finance, and Client Service.

Work Environment

This is an in-person role based in West Des Moines, Iowa. The standard schedule is Monday to Friday, ideally from 8:00 a.m. to 4:30 p.m. The position operates in a professional office environment, working closely with fleet, finance, and client service teams and using tools such as Microsoft Office, particularly Excel, for daily tasks and reporting. Candidates should be able to reliably commute to the office or plan to relocate to the area.

The work setting is fast-paced and collaborative, with a strong focus on accuracy, customer service, and continuous process improvement.

Job Type & Location

This is a Permanent position based out of West Des Moines, IA.

Pay and Benefits

The pay range for this position is $45760.00 - $52000.00/yr.

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Workplace Type

This is a fully onsite position in West Des Moines, IA.

Final date to receive applications

This position is anticipated to close on Jul 10, 2026.