Overview
We are seeking a highly organized, detail-oriented Fleet Administrator to serve as the operational backbone of our growing company. This role combines fleet management, administrative support, bookkeeping, and executive assistance. The ideal candidate is proactive, resourceful, and capable of keeping multiple moving pieces organized while ensuring nothing falls through the cracks.
This position reports directly to the Owner and will serve as his primary administrative partner, helping manage priorities, follow up on important tasks, and support the day-to-day operations of the business.
About the Role
You are not simply managing paperwork—you are helping drive the success of the company. You will coordinate vehicle maintenance, track expenses, support invoicing, communicate with drivers and vendors, and assist the owner with administrative and operational responsibilities.
The ideal candidate thrives in a fast-paced environment, enjoys solving problems, and takes ownership of their work without needing constant supervision.
Key Responsibilities
Executive & Administrative Support
- Serve as the primary administrative support for the Owner.
- Track and follow up on sales leads, customer inquiries, and business opportunities.
- Manage calendars, appointments, reminders, and priority tasks.
- Prepare reports, spreadsheets, and operational summaries.
- Coordinate internal communications and ensure action items are completed.
- Assist with special projects and business initiatives as assigned.
Fleet Operations & Maintenance
- Develop and oversee preventive maintenance schedules to minimize vehicle downtime.
- Maintain accurate vehicle records, registrations, inspections, and maintenance histories.
- Coordinate repairs and maintenance with internal technicians and external vendors.
- Monitor fleet utilization and identify opportunities to improve efficiency.
Financial & Accounting Support
- Track fleet-related expenses, fuel consumption, and vendor invoices.
- Utilize QuickBooks to assist with bookkeeping and financial recordkeeping.
- Ensure customers are invoiced promptly and accurately.
- Follow up on outstanding invoices and help resolve billing discrepancies.
- Close completed work orders and maintain accurate documentation.
Vendor & Customer Relations
- Build and maintain strong relationships with repair facilities, suppliers, and service providers.
- Obtain competitive quotes and negotiate cost-effective solutions when appropriate.
- Communicate professionally with customers regarding invoicing, scheduling, and service updates.
Reporting & Data Management
- Utilize Excel and company software to track fleet performance and operational metrics.
- Generate reports for management regarding costs, maintenance trends, and operational performance.
- Maintain accurate records and ensure data integrity across systems.
Job Types: Full-time, Part-time
Base Pay: $17.00 - $19.00 per hour
Work Location: In person
