Fleet Operations Administrator

Sealing Agents, a division of The Agents Companies, is seeking a Fleet Operations Administrator to help manage the compliance, maintenance scheduling, and administration of our commercial fleet.

We operate a fleet of 300+ trucks and pieces of equipment across multiple states. This is an onsite office position for someone who is organized, detail-oriented, and experienced with commercial vehicles or fleet operations.

The ideal candidate will have 2+ years of experience in fleet operations, trucking, commercial vehicles, equipment, construction, or another DOT-regulated environment.

• Manage vehicle titles, registrations, plates, renewals, and documentation
• Assist with IRP registrations, IFTA filings, UCR, HVUT, and DOT compliance
• Track inspection, registration, and permit expiration dates
• Maintain accurate and audit-ready vehicle records
• Coordinate paperwork with state agencies, insurance carriers, and vendors

• Track preventive maintenance schedules across multiple shop locations
• Schedule DOT/state inspections, repairs, and outside vendor services
• Coordinate with shop foremen and mechanics to keep maintenance on schedule
• Monitor vehicle downtime and communicate with Operations
• Review work orders and repair documentation for accuracy and completeness

• Assist with selling or disposing of retired fleet vehicles and equipment
• Gather titles, maintenance history, photos, and vehicle information
• Coordinate listings, inquiries, title transfers, and sale paperwork

• 2+ years of experience working with commercial vehicles, fleet operations, trucking, equipment, dealerships, construction, or a related field
• Familiarity with vehicle compliance such as registrations, titles, IFTA, IRP, DOT records, or permits
• Strong organization, attention to detail, and follow-through
• Comfortable working with fleet software and learning new systems
• Strong communication skills and ability to coordinate across multiple locations
• Valid driver's license and clean driving record
• Willingness to travel as needed

• Experience completing IFTA filings and IRP renewals
• Multi-state vehicle titling and registration
• Fleetio or similar fleet management software
• Service writer, service advisor, or fleet administration experience
• Familiarity with commercial truck maintenance and repair invoices

We're looking for someone who takes ownership, stays ahead of deadlines, and pays attention to the details. The right person will notice when something doesn't look right, ask questions instead of making assumptions, and follow through until the job is complete.

At The Agents Companies, we believe business is about people first. We are a family-oriented company that values our employees, supports one another, and creates opportunities for our people to grow and make a meaningful impact.