Fleet Administrator

• Ensure fleet vehicles are up to date on registrations, apply for new titles, and manage mileage reporting for DMV requirements

• Review DOT infractions, communicate with teams, and track DOT and preventative maintenance schedules through a third-party application

• Coach crews and management on fleet safety and maintenance

• Manage vehicle accidents and collaborate with HR to process insurance claims

• Ensure scheduled maintenance is completed in a timely manner

• Set up and coordinate repairs for trucks, equipment, and tools across all locations

• Receive phone calls during normal hours of service and provide on-call support for crews experiencing equipment issues

• Maintain strong vendor relationships to ensure priority service

• Establish a vendor network with the Accounting team for efficient collaboration

• Work with third-party vendors on fleet costs and fuel management

• Seek cost savings through vendor volume, ensure ROI on warrantable repairs, and engage the Fleet and Tool Manager for budget approvals

• Communicate fleet needs, repair priorities, and equipment status to crews, management, and internal teams

• Respond to fleet-related calls during normal business hours and provide occasional after-hours support for crews experiencing vehicle or equipment issues

• Help develop and improve fleet processes, checklists, and standard operating procedures

• 3+ years of experience in fleet administration, maintenance coordination, transportation, equipment administration, operations, or a similar role

• Strong mechanical understanding with the ability to evaluate repairs, maintenance needs, and service recommendations; direct mechanical experience is a plus, but not required

• Experience coordinating repairs, maintenance, vendors, or service providers across multiple locations

• Strong organizational, problem-solving, and follow-through skills with the ability to manage competing priorities

• Proficiency with Microsoft Office, particularly Excel, Outlook, and Word; experience with fleet or maintenance management systems is a plus

• Self-motivated and independent, with the persistence to get answers and keep things moving

• Strong communication skills and the ability to work effectively with crews, vendors, management, HR, and Accounting

• Solid understanding of DOT regulations, fleet safety, preventative maintenance, and compliance requirements

• Comfortable making decisions and taking ownership in a fast-paced environment

• Reliable and responsive, with the ability to provide occasional after-hours support

• Primarily a computer- and communication-based role, with approximately 75–100% of time spent using a computer, tablet, phone, or communicating with others

• Ability to move throughout facilities and locations to inspect vehicles and equipment

• Ability to occasionally bend, reach, or inspect equipment at lower levels

• Ability to drive vehicles as needed, with approximately 24–49% of time potentially spent moving around locations or driving

• Sedentary work requiring the occasional exertion of up to 10 pounds of force

• This is not a manual labor or mechanic position