Job Summary:
The Fleet Administrator is responsible for supporting the daily operations of the company’s fleet program. This role ensures accurate recordkeeping, compliance with regulatory requirements, timely processing of fleet transactions, and effective coordination with internal teams, vendors, and drivers. The Fleet Administrator plays a critical role in maintaining the efficiency, safety, and cost-effectiveness of the fleet.
Key Responsibilities:
- Maintain and update fleet records, including vehicle registrations, titles, insurance, warranties, fuel cards, telematics, and service history.
- Coordinate new vehicle ordering, delivery, and asset disposal in collaboration with business units and vendors.
- Track preventive maintenance schedules and ensure compliance with safety inspections and regulatory requirements (DOT, EPA, state, and local).
- Support the CapEx and OpEx planning processes by providing accurate asset data and disposal updates.
- Assist in monitoring fleet utilization, fuel usage, and operating costs; prepare reports and dashboards as needed.
- Serve as a point of contact for business leaders, drivers, and vendors on fleet-related inquiries.
- Support claims management for accidents, damages, and warranty repairs.
- Coordinate the distribution and collection of fuel cards, license plates, registrations, and other fleet-related materials.
- Work with Finance to ensure accurate billing, cost allocations, and timely processing of invoices.
- Assist with implementing fleet technology, including telematics and fleet management systems.
- Contribute to process improvements to enhance efficiency and compliance within the fleet program.
Qualifications:
- Associate’s or Bachelor’s degree in Business Administration, Supply Chain, or related field preferred; equivalent work experience accepted.
- 2–4 years of administrative experience, preferably in fleet management, logistics, or asset management.
- Strong organizational skills with attention to detail and accuracy.
- Proficiency with Microsoft Office Suite (Excel, Outlook, Word) and fleet management systems (e.g., Fleetio, Samsara, Geotab).
- Knowledge of fleet operations, regulatory compliance, and vehicle lifecycle management preferred.
- Strong communication and interpersonal skills; able to collaborate across departments.
- Ability to manage multiple priorities in a fast-paced environment.
Key Competencies:
- Attention to detail and accuracy
- Problem-solving and critical thinking
- Customer service orientation
- Data management and reporting
- Ability to work independently and within a team
Work Environment:
- Office-based (Westlake Office) with periodic travel to field locations or dealerships as required.
- Standard working hours with occasional flexibility depending on fleet needs.
COMPANY PERKS!
Training and on-going support and mentorship.
Educational assistance
Get paid weekly!
401k with match
Medical, Dental, Vision & PTO