Fleet Administrator assists in administrating and coordinating motor vehicle fleet operations. Understands OSHA, DOT, fleet-specific regulations, licensing, registration, and reporting requirements. Being a Fleet Administrator prepares and maintains accurate records of vehicles, insurance, and required regulatory filings and reporting. Coordinates repairs and preventative maintenance scheduling that support fleet vehicle availability requirements. Additionally, Fleet Administrator may assist with safety training and communication programs. May require an associate degree or equivalent. Typically reports to a supervisor. The Fleet Administrator works under moderate supervision. Gaining or has attained full proficiency in a specific area of discipline. To be a Fleet Administrator typically requires 1-3 years of related experience. (Copyright 2024 Salary.com)
Job Summary
The general responsibility of the position is to provide administrative support to the Fleet Manager. Qualified individuals must have excellent communication skills, be diligent and extremely detail-oriented, well organized, possess proficient computer skills, and work well in a fast-paced deadline-driven environment.
Core Values
Culture of Safety Safety is always job #1
A Growing Tradition Plants, Personally, Financially and Professionally
Employee Owned Personal Pride in Success with an Owners Mentality
Exceptional Customer Experience Delighting our Clients with our Products and Services
Good Neighbors Community Pride Sharing our Success
Respectability Treating Others as we want to be treated
Supervisory Responsibilities
None
Duties/ Responsibilities
Operational Support
Be knowledgeable of accurate utilization of Aspire’s Equipment Module Software and to support Fleet Manager as needed.
Provide system admin support for Equipment Module in Aspire, Samsara and Fuel Cloud software
Support the fleet operations process for equipment and vehicle’s purchase, repairs and disposals.
Assist Fleet Manager with the management of employee incident reports
Support Fleet with the management of inventory physical count and inventory management process
Order and maintain Fleet inventory as well as parts for shop and office supplies
Answer and direct incoming calls for Fleet, if applicable.
Manage the centralized mechanic-request email to direct incoming requests to the appropriate branch or individual based on the nature of the inquiry.
Assist Fleet employees with credit card report submission
Direct employees to proper company resources as needed
Distribute weekly attendance and safety sheets as needed
Maintain safety binder for weekly tailgate talks
Human Resources
Complete onboarding process for all hourly employees
Assist the Fleet Manager with reconciling Paid Time Off (PTO) Requests for hourly employees
Daily monitoring of Aspire time entry for errors
Review weekly time review and payroll reports for accuracy and timely submit to the payroll department
Provide guidance to Fleet employees with payroll and/or benefit-related items as needed
Accounts Payable
Responsible for the accuracy of purchase receipt approval within Acumatica system
Issue and process all purchase orders for Fleet indirect costs
Other duties and responsibilities as assigned
Required Skills/ Abilities
Experience with Accounts Payables is required
Proficient with computer software programs including MS Office suite (Word, Excel, Outlook, and PowerPoint)
Experience in processing confidential information and understanding privacy laws and Company policy governing employee information
Demonstrated capacity to embrace change. Ability to manage work under pressure
Great customer service and interpersonal skills
Education and Experience
Minimum 2 years general office administration experience
Must be a detail-oriented, self-starter who works individually and in a collaborative team environment
Strong ability to multitask and handle competing priorities in a constantly changing environment
Physical Requirements
Prolonged periods of sitting at a desk and working on a computer
Must be able to lift 15 pounds at times
Must be able to access and navigate each department at the organization’s facilities