Fleet Assistant

Job Title: Fleet Assistant

Division/Department: Fleet

Location: 26400 I-76 Frontage Rd. Keenesburg, CO 80643

Admin and Management Positions: ☒ In Office ☐ Full Remote ☐ Mix of Office and Remote

Pay Type: ☐ Exempt (Salary) ☒ Non-Exempt (Hourly)

Reports To: Fleet Manager

Supervises: N/A

Minimum Requirements

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Background Check: Required

General Description

Assist with managing the fleet’s daily operations, ensuring full compliance with industry regulations, and supporting administrative and operational tasks related to fleet maintenance, insurance, registrations, permits, and invoicing. This position involves working with key systems, including Fleetio, Excel, Motive GPS, and various portals to maintain smooth operations and assist in optimizing fleet management.

Essential Skills, Duties and Responsibilities

o Manage and ensure timely filing of IFTA (International Fuel Tax Agreement) reports.

o Oversee the renewal and compliance of fleet permits, ensuring they are up to date for all vehicles.

o Maintain accurate DOT documentation, including driver logs, inspection records, and certification tracking.

o Ensure that fleet vehicles and drivers comply with all federal and state DOT regulations.

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Portal Management:

o Oversee the use and management of various fleet management portals.

o Ensure that all portal data is accurately updated and current for reporting and compliance purposes.

o Track and manage deadlines for vehicle inspections, registrations, insurance renewals, and other compliance-related tasks.

o Coordinate vehicle service and maintenance schedules to minimize operational downtime.

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Insurance & Registration:

o Ensure that all fleet vehicles have up-to-date insurance coverage and necessary documentation.

o Manage and track vehicle registration renewals to maintain compliance with local, state, and federal regulations.

o Process and track fleet-related invoices for parts, materials, and services.

o Maintain accurate and organized records of all fleet-related expenditures.

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Parts Inventory:

o Assist in managing the inventory of fleet parts and materials, ensuring availability for regular maintenance and repairs.

o Track part usage and reorder supplies as needed to keep inventory levels optimized.

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Fleet Management Software:

o Use Fleetio for tracking vehicle maintenance, service records, and fleet performance metrics.

o Monitor fleet activity using Motive GPS to track vehicle location, driver behavior, and fuel consumption.

o Create and analyze reports using Excel to monitor fleet costs and performance.

o Assist in the identification, negotiation, and acquisition of new or used fleet vehicles and equipment.

o Research market trends, evaluate equipment options, and assist in the purchasing process.

o Coordinate the sale or disposal of obsolete or underperforming fleet equipment.

o Maintain records of equipment acquisitions and ensure proper documentation for new additions to the fleet.

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General Administrative Support:

o Provide administrative assistance to the fleet management team, including organizing files, generating reports, and maintaining accurate records.

o Assist with other fleet-related tasks and projects as required.

Essential Safety Requirements

Physical Requirements

Other Requirements

Job Type: Full-time

Pay: $23.00 - $33.00 per hour

Benefits:

Ability to Commute:

Ability to Relocate:

Work Location: In person