We are Pavement Preservation Group (PPG), a dynamic and growing pavement preservation company. Pavement Preservation Group is a national platform of leading asphalt and pavement preservation companies, united by a commitment to quality, safety, and innovation. With more than 100 years of combined experience, our portfolio of best-in-class operators delivers superior results through advanced techniques and trusted local execution.
The Fleet Operations Administrator is responsible for coordinating the administrative functions of the Fleet Department while supporting fleet operations, maintenance, regulatory compliance, and asset management. This position serves as the central administrative resource for fleet records, licensing, compliance documentation, reporting, and departmental processes.
The Fleet Operations Administrator works closely with the Fleet Manager, DOT Compliance Coordinator, Shop Foreman, vendors, and internal departments to ensure accurate records, timely reporting, and efficient fleet operations. This role requires exceptional organizational skills, strong analytical abilities, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Essential Job Funtions
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Manage the Fleet Department's administrative operations and documentation.
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Maintain fleet asset records, ensuring all vehicle and equipment information remains accurate, current, and readily accessible.
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Coordinate fleet licensing, registrations, titles, permits, and renewal activities.
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Track fuel usage, mileage, and fleet operating data for IFTA reporting and internal analysis.
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Maintain fleet compliance records, including inspections, permits, registrations, and required documentation.
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Monitor DOT inspection schedules and assist with regulatory reporting requirements.
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Create, audit, and close fleet maintenance work orders while ensuring accuracy and completeness.
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Generate fleet performance reports, maintenance reports, cost reports, and KPI dashboards.
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Maintain electronic and physical fleet records in company document management systems.
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Coordinate purchasing documentation, purchase orders, invoices, and vendor records for fleet-related expenses.
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Assist with parts inventory administration and purchasing documentation.
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Prepare departmental payroll information, timesheets, and administrative reports.
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Assist with budget tracking, expense reporting, and fleet cost analysis.
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Coordinate communication between fleet personnel, operations, vendors, and outside agencies.
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Support special projects and perform other fleet-related duties as assigned.
Qualifications
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Associate degree in Business Administration, Transportation, Fleet Management, or related field preferred.
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High School Diploma or GED required.
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Minimum of three (3) years of administrative experience, preferably within fleet, transportation, maintenance, construction, or a related industry.
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Experience with fleet management software, maintenance systems, or ERP software preferred.
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Working knowledge of DOT regulations, fleet compliance, vehicle licensing, or transportation administration is preferred.
Required Skills
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Proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
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Strong analytical and reporting skills with the ability to organize and interpret operational data.
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Excellent organizational skills and exceptional attention to detail.
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Strong written and verbal communication skills.
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Ability to prioritize multiple projects while meeting deadlines.
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Self-motivated with excellent problem-solving and critical-thinking skills.
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Ability to work independently while collaborating across departments.
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Strong customer service and vendor relationship skills.
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Ability to quickly learn fleet management, accounting, and document management software.
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Regular and predictable attendance.
Physical Requirements
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Frequent computer and office work.
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Occasional lifting of files, office supplies, and parts documentation up to 25 pounds.
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Occasional visits to fleet maintenance shops and equipment yards.
Reporting Relationship
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Reports to the Fleet Manager
Works closely with:
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Vice President of Fleet.
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DOT Compliance Coordinator
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Shop Foreman
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Dispatcher
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Parts Buyer
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Department Managers
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Accounting Department
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Outside vendors and regulatory agencies
****DISCLAIMER****
This job description does not contain a comprehensive list of duties, responsibilities or activities that are required of the position. Additional duties and responsibilities may be assigned as needed at any time with or without notice.
Compensation And Benefits
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Weekly pay
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Comprehensive medical, dental and vision coverage for employees and their families
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Optional coverage including disability, accident, critical illness, hospital indemnity, identity theft, and legal for employees and their families
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Personal Days accrued on a weekly basis
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Eight paid holidays, including: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day After Thanksgiving, Christmas Eve, and Christmas Day plus one floating holiday
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Company-paid life insurance for employees of 1x salary up to $100,000
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401(k) matching program – 100% match for the first 3% and 50% match for the next 2%, effective 1st of the month following 30 days of employment
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Opportunities for growth, development, and internal promotions
Equal Opportunity Statement
Pavement Preservation Group, Inc. is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, veteran status, genetic information, pregnancy, childbirth, or related medical conditions, or any other protected class characteristic under federal, state, or local law.
