Fleet Administrative Coordinator

Partnering with a leading utility organization at the forefront of providing essential services that profoundly impact the daily lives of countless individuals, Aquent is seeking a highly organized and proactive professional to become the administrative backbone of a critical fleet operations team. In this role, you will have the unique opportunity to directly contribute to the efficiency and reliability of essential public services, ensuring the operational readiness of a diverse vehicle fleet. By joining this vital team through Aquent’s partnership, your work will support critical infrastructure and make a meaningful, daily impact on the safety and well-being of the communities served.

The Opportunity

We are looking for an energetic, detail-oriented operational professional ready to take charge of full-lifecycle fleet documentation, vehicle deliveries, and compliance operations. This is far more than a standard administrative position; you will be instrumental in ensuring vehicles are always ready to support a vital mission. Your meticulous record-keeping and smooth logistical facilitation will directly underpin the reliability of services. If you are proactive, collaborative, and excited to play a pivotal role in keeping essential operations moving, this opportunity is for you.

What You’ll Do

• Process vehicle registrations, titles, permits, and licensing, including traveling to municipal and government offices as required to maintain full fleet compliance.
• Coordinate vehicle deliveries, drop-offs, and pick-ups between vendors, internal teams, and off-site facilities, ensuring seamless transitions.
• Log and track all maintenance records, vehicle status updates, and operational data meticulously within fleet management software and Microsoft Excel.
• Serve as the primary point of contact for external mechanics, dealerships, and internal customer support teams, fostering strong working relationships.
• Provide essential administrative support for financial audits, vendor billing reconciliation, and scheduled preventative maintenance logs, ensuring accuracy and efficiency.

Must-Have Qualifications

• High school diploma required; Associate degree preferred.
• Strong proficiency in Microsoft Excel for data management, tracking, and reporting, alongside a solid command of the Microsoft Office Suite.
• Direct experience utilizing FleetWave or similar fleet management databases.
• Proven experience handling high-volume vehicle registrations, titles, permits, and licensing.
• Strong working knowledge of local government procedures, forms, and compliance requirements related to vehicle fleets.
• Exceptional organizational skills and meticulous attention to detail, with the ability to manage high-volume paperwork accurately under tight deadlines.

Nice-to-Have Qualifications

• Prior administrative experience in an automotive dealership, commercial rental company, or transport/logistics hub.
• Direct experience coordinating off-site garage facilities and vendor agreements.

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