Fleet Administrator

Role, Function & Organization

The Fleet Administrator supports planning, coordination, and execution of all fleet-related activities, including vehicle operations, maintenance, procurement, compliance, and reporting. This role ensures that all fleet functions are performed efficiently, safely, and in accordance with company policies and regulatory requirements. The Fleet Administrator also plays a key role in supporting fleet projects, promoting teamwork, and helping the department/company achieve operational and organizational goals.

• Coordinate proper vehicle repairs and preventive maintenance for company vehicles to ensure safe and efficient operation.
• Work with internal departments to address vehicle needs, resolve issues, and ensure minimal disruption to operations.
• Coordinate the purchase of new vehicles, ensuring quality and cost-effectiveness, and maintain documentation of vehicle specifications.
• Assist with vehicle rental coordination and ensure timely deployment and return of fleet assets.
• Manage contractor and vendor relationships.
• Track and report all vehicle-related incidents, including follow-up actions.

• Maintain and monitor vehicle and asset records (repair logs, depreciation, mileage tracking, fuel usage, and inspection schedules).
• Ensure accurate recordkeeping and submission of State, Federal, and DOT/FMCSA reports.
• Maintain an up-to-date driver roster and track certifications.

• Work closely with branch operations and support teams to meet operational needs.
• Communicate with vendors and internal departments regarding fleet availability, service updates, and process improvements.
• Promote a positive team environment.
• Identify areas for improvement and participate in professional development planning and continuing education.
• Take prompt action to resolve internal or external service concerns related to fleet operations.

• Pre-plan and identify methods to eliminate hazards daily by work task.
• Execute skill in observing habits and hazards of others and bring them to their attention.
• Uphold safety as the most important goal of our company and support the goal of achieving zero accidents.
• Promote and encourage open communication between field and office regarding all safety concerns, suggestions, improvements, and PPE needed.
• Obtain safety training as expected by all company personnel.

• High school diploma/equivalent required.
• 2 years of coursework, degree, or equivalent experience in Business, Logistics, or Supply Chain Management preferred.
• 2-5 years of Fleet experience.
• General knowledge of Commercial Motor Vehicles and FMCSA guidelines.

• Positive safety attitude and personal integrity – both are non-negotiable.
• Proficiency with Microsoft Office Suite (including Excel, Word, Outlook, and Teams).
• Strong communication skills, both verbal and written.
• Strong interpersonal skills; ability to interact with all levels of the company and customers.
• Demonstrable problem-solving abilities.
• Strong desire to learn and to be a contributing team member.
• Ability to accurately multi-task in a fast-paced environment.

Office environment, requiring sitting and standing and extended amounts of time using a computer/keyboard at a single workstation.

MP Systems is an Equal Opportunity Employer.