W.A. Chester LLC.

Fleet Administrative Assistant

Charles Town, WV

About This Job

About Us

At United Utility, we are at the forefront of powering the future. With a commitment to innovation and excellence, we provide comprehensive solutions that drive power infrastructure investments across the United States. As the parent company to industry-leading utility service contractors specializing in transmission, substation, distribution, and grid hardening projects, we are dedicated to advancing the nation's energy landscape. Our headquarters are nestled in the vibrant heart of New Orleans, LA.

About The Role

As a Fleet Administrative Assistant, you will provide essential support to the Fleet Manager and contribute to the efficient management of the company's vehicle fleet. This role is crucial for maintaining accurate records, coordinating administrative tasks, and facilitating smooth communication within the fleet management team. The successful candidate will be organized, detail-oriented, and adept at handling administrative responsibilities in a fast-paced environment.

Key Responsibilities

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Update and maintain our Fleet Tracking System (Fleetio)- Data entry for vehicle maintenance and vehicle management

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Assist in adding new users to all Fleet Management Systems

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Keep job boards, timesheets, inventories, and equipment accounted for, up to date and accurate

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Manage and maintain fuel card ordering, reassignment, and termination

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Ensure all units have the proper paperwork for compliance

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Assist in IFTA Reporting and 2290 Filing

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Track and maintain all vehicle registrations and titles

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Monitor and file DVIRs (Pre and Post Trip)

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Track and coordinate repairs

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Schedule PMs/Oil Changes

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Schedule Dielectric and ANSI Testing for compliance

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Schedule DOT Inspections and ensure that DOT Federal Regulations are met for the company and to assist managers, supervisors, and DOT personnel in the company to meet compliance needs

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GPS tracking and reporting and upkeep

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Invoice coding for fleet repairs and fleet rentals

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Schedule 3rd party transportation

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Assist with renting and off renting equipment

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Tracking, auditing, ordering, and issuing Tools.

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Maintains accurate inventory count of tools on-hand

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Additional administrative responsibilities include, but not limited to answering telephone calls, expense reports, data entry, filing, ordering office supplies and business cards, and scheduling travel needs for direct supervisor

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Additional responsibilities assigned by Fleet Manager or President

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Support receiving and cataloguing quality data for Engineering

Key Qualifications

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High school diploma or equivalent.

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Proven experience in administrative roles, preferably in a fleet or logistics environment.

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Proficient in office software, including word processing, spreadsheets, and databases.

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Excellent organizational and multitasking abilities.

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Strong communication and interpersonal skills.

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Attention to detail and accuracy in data entry.

Key Nice-To-Haves

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Familiarity with fleet management software is advantageous.

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Additional certifications in office administration or related fields are a plus.

Key Info

United Utility is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. While performing the duties of this job, the employee is regularly required to sit for extended periods, communicate effectively, and engage in fine motor skills. Additionally, the employee may stand, walk, and reach with arms. Join us at United Utility to embark on a journey that powers progress and champions inclusivity. Your expertise and enthusiasm will drive our projects to success, shaping the future of energy infrastructure in the United States. Apply now and be a part of our diverse and innovative team.

Accessibility: If you need an accommodation as part of the employment process, please contact Human Resources at

Email: HRSC@unitedutility.com

Equal Opportunity Employer is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

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