Fleet Administrative Assistant

The Fleet Administrative Assistant supports fleet management operations by handling a variety of administrative tasks related to vehicle maintenance, scheduling, and documentation. This role ensures the efficient operation of the fleet department through accurate record-keeping, coordination of vehicle services, and maintenance of compliance with fleet policies and procedures.

Responsibilities:

- Maintain accurate records of fleet vehicles, including registration, insurance, and maintenance schedules, ensuring compliance and timely renewals.

- Assist in coordinating vehicle maintenance and repairs, ensuring services are performed on time with minimal disruption to operations.

- Support the Fleet Manager in tracking and recording fleet-related expenses, ensuring proper documentation and reporting.

- Process and maintain documentation for vehicle acquisitions and disposals, ensuring compliance with company policies and regulations.

- Prepare and distribute regular reports on fleet performance, vehicle utilization, and maintenance costs, providing insights to optimize fleet operations.

- Address and respond to inquiries regarding fleet policies, procedures, and operations, offering administrative support to the fleet department.

- Assist in scheduling vehicle inspections, registrations, and compliance audits to ensure fleet adherence to regulatory standards.

- Maintain and update the fleet management database, ensuring that all vehicle information is accurate and up to date.

- Collaborate with external vendors and service providers to address fleet needs, including maintenance, repairs, and parts sourcing.

- Perform general administrative duties such as filing, data entry, preparing correspondence, and managing fleet-related documentation.

- Provide support to Operations and Fleet during emergent events, including after regular business hours, on weekends, and holidays.

- Assist other business units within the organization as needed to support company-wide operations.

Knowledge and Experience

- High School diploma or equivalent. An associate degree in business administration or a related field is preferred.

- Familiarity with automotive maintenance and repair processes is an advantage.

- Valid driver's license or CDL driver's license, preferred

Other Qualifications

- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)

- Experience with fleet management software is preferred.

- Must be available to support Operations and Fleet during emergent events outside of regular business hours, including weekends and holidays.

Competencies

- Strong organizational skills with great attention to detail.

- Excellent communication and interpersonal skills.

- Ability to work independently and collaboratively in a fast-paced environment.