Fleet Administrative Assistant

Required:

Job Summary

Aloha Roadway Services (ARS) is seeking a highly organized, detail-oriented, and dependable Fleet Administrative Assistant to support the daily administrative operations of our growing fleet department.

This position plays an important role in maintaining accurate fleet records, monitoring vehicle compliance, coordinating maintenance documentation, and ensuring company vehicles and equipment remain organized and operational.

The ideal candidate is proactive, able to multitask, communicates effectively, and thrives in a fast-paced environment. We are looking for someone who takes initiative, pays close attention to detail, and works well with multiple departments to support the overall success of our operations.

Responsibilities

• Maintain accurate and organized records for all company vehicles and equipment.
• Track vehicle registrations, insurance, safety inspections, and renewal deadlines.
• Assist with DMV registration renewals and required paperwork.
• Monitor daily vehicle pre-trip inspections and follow up on missing reports.
• Track vehicle maintenance, repairs, and service records.
• Update and maintain vehicle information in Fleetio.
• Monitor fuel card usage, fuel receipts, and transaction records.
• Assist with issuing and tracking company fuel cards and PINs.
• Document vehicle damage, accidents, and maintenance concerns.
• Assist with vehicle rentals and interisland transportation arrangements.
• Assist with ordering, organizing, and tracking inventory of all fleet-related materials and supplies.
• Organize invoices, receipts, and other fleet-related documents.
• Communicate with the shop, operations team, and management regarding fleet needs.
• Maintain spreadsheets, reports, and tracking systems.
• Provide general administrative support and complete other duties as assigned.

Qualifications

• High school diploma or equivalent.
• Previous administrative, clerical, or office support experience preferred.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office, Google Workspace, and basic computer applications.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively with a team.
• Dependable, punctual, and committed to maintaining accurate records.
• Ability to handle confidential company information professionally.

Preferred:

• Previous experience in fleet administration, transportation, construction, logistics, or a related industry.
• Familiarity with Fleetio or similar fleet management software.
• Experience with vehicle registrations, insurance documentation, and maintenance tracking.
• Experience reconciling fuel transactions, invoices, and receipts.
• Previous administrative, clerical, or office support experience preferred.

Pay: From $20.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance

Work Location: In person