Fleet Administrator

The Fleet Administrator supports the day-to-day operations of the company’s fleet and equipment by ensuring accurate recordkeeping, regulatory compliance, and effective coordination across departments. This role plays a critical part in maintaining organized fleet data, supporting driver compliance, and facilitating communication between vendors, branches, and internal teams.

Administrative Tasks

• Process registrations, titles, and renewals.

• Maintain vehicle records.

• Track required vehicle inspections.

• Manage tolls and citations.

• Submit approved invoices for processing.

Coordination

• Assist in tracking and maintaining vehicle assignment.

• Assist in assigning loaner vehicles when necessary.

• Support driver file compliance and records.

Data Management

• Process new equipment purchases through aspire.

• Ensure all equipment is added to insurance policies per department equipment is assigned.

• Assist with assigning fuel cards to appropriate departments on an as needed basis.

• Coordinate insurance and accident documentation upon incident.

Communication

• Vendor coordination when receiving New Vehicles, Equipment, Parts, and Supplies.

• Communicate with drivers on a as needed basis.

• Contact with other branches on a as needed basis.

Qualifications & Requirements

• 2+ years of administrative experience, preferably in fleet, operations, or logistics

• Strong organizational skills with high attention to detail

• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment

• Proficient in Microsoft Office (Excel, Outlook, Word); Aspire experience preferred

• Strong communication and problem-solving skills

• Basic understanding of vehicle registration, compliance, and insurance processes preferred

Preferred Skills

• Experience working with fleet management systems (e.g., Samsara or similar)

• Knowledge of DOT compliance and driver file requirements

• Ability to analyze data and identify discrepancies or gaps in records

• Experience coordinating with vendors and multiple branch locations

Work Environment

• In office