Position Summary
The Fleet Administrator is responsible for supporting the daily operations of the fleet department
by managing vehicle records, parts inventory, maintenance documentation, vendor coordination,
and facility security. This position serves as the central point of administration for fleet assets,
ensuring vehicles are properly inspected, maintained, documented, and returned to service in a
timely manner.
The Fleet Administrator plays a critical role in controlling maintenance costs, maximizing
vehicle uptime, maintaining compliance records, and ensuring the fleet facility is organized,
secure, and operating efficiently.
Essential Duties and Responsibilities
Fleet Maintenance Administration
Maintain accurate maintenance records for all fleet vehicles.
Track preventative maintenance schedules and coordinate service appointments.
Monitor vehicle downtime and report Out-of-Service (OOS) vehicles.
Create and manage work orders for repairs and preventative maintenance.
Coordinate with vendors, repair facilities, and internal technicians.
Maintain vehicle registration, inspection, warranty, and compliance records.
Assist with fleet reporting and KPI tracking.
Parts Room Management
Maintain organization and cleanliness of the parts room.
Receive, label, and store parts accurately.
Track inventory levels and usage.
Conduct weekly and monthly cycle counts.
Ensure critical spare parts are available to support fleet operations.
Identify obsolete or excess inventory.
Maintain inventory accuracy within established company standards.
Parts Ordering and Vendor Management
Source and order vehicle parts, supplies, and maintenance materials.
Obtain pricing and quotes from approved vendors.
Monitor vendor performance regarding delivery times and product quality.
Ensure purchase orders are processed accurately.
Reconcile invoices with purchase orders and received inventory.
Identify opportunities for cost savings and inventory optimization.
Vehicle Check-In and Post Vehicle Inspection
Conduct vehicle check-in process upon return from service.
Complete post-trip vehicle inspections.
Document all damages, defects, maintenance concerns, and cleanliness issues.
Verify completion of Driver Vehicle Inspection Reports (DVIRs).
Coordinate immediate repairs for safety-related defects.
Ensure vehicles are properly documented before being released back into service.
Maintain inspection records for audit and compliance purposes.
Fleet Yard and Site Security
Perform end-of-day facility inspections.
Verify all vehicles are parked in designated locations.
Ensure vehicle keys are secured according to company policy.
Confirm gates, fences, buildings, and fleet assets are properly secured.
Ensure all fleet equipment is accounted for and stored appropriately.
Report security concerns, damages, or unauthorized activity immediately.
Assist with facility access control and key management.
Reporting and Administrative Support
Maintain fleet databases and tracking systems.
Generate daily, weekly, and monthly fleet reports.
Track vehicle utilization, maintenance expenses, and parts inventory.
Support budgeting and cost-control initiatives.
Assist Fleet Manager with operational projects and audits.
Maintain documentation required for regulatory compliance.
Qualifications
Education
High School Diploma or GED required.
Associate Degree in Business, Logistics, Automotive Technology, or related field
preferred.
Experience
2-5 years of fleet administration, maintenance administration, inventory control, or
related experience.
Experience working with fleet management software preferred.
Experience managing inventory and vendor relationships preferred.
Skills
Strong organizational and administrative skills.
Inventory management experience.
Proficient in Microsoft Excel, Word, and Outlook.
Strong attention to detail.
Ability to prioritize multiple tasks in a fast-paced environment.
Excellent communication and problem-solving skills.
Knowledge of vehicle maintenance terminology and fleet operations preferred
Physical Requirements
Ability to work in both office and fleet yard environments.
Ability to walk the yard and inspect vehicles daily.
Ability to lift up to 30 pounds occasionally.
Ability to work outdoors in varying weather conditions as needed.
People with a criminal record are encouraged to apply
Location:
- Philadelphia, PA 19124 (Preferred)
Ability to Commute:
- Philadelphia, PA 19124 (Required)
Work Location: In person
