Office Administrator (Fleet Operations)

Office Administrator, Fleet Operations

The Office Administrator is responsible for supporting daily administrative functions while managing and coordinating company fleet operations. This role ensures that company vehicles are properly maintained, compliant, and available to support field personnel. In addition, the position provides financial, reporting, and general administrative support to maintain efficient business operations.

The role requires strong organizational skills, attention to detail, and the ability to balance office-based, remote, and field-related responsibilities.

The Office Administrator, Fleet Operations role is a 30-hour-per-week position. Hours may vary, and up to 40 hours per week may be worked; however, this is not guaranteed.

Essential Duties and Responsibilities

Fleet Operations & Coordination

• Coordinate maintenance and servicing for shared vehicles, including scheduling services, maintaining records, and arranging drop-off and pick-up (50% office / 50% road).
• Track and manage shared vehicle usage and distribution to employees (100% in office).
• Maintain fleet maintenance records for all vehicles, ensuring accuracy and compliance with company standards (50% in office / 50% remote).
• Coordinate vehicle registration renewals and ensure compliance with state and regulatory requirements (100% office and road).
• Prepare vehicles for employees onboarding and offboarding, ensuring readiness and proper documentation (50% office / 50% road).
• Support procurement, titling, and transfer of company vehicles, working with vendors and internal stakeholders (50% office / 50% road).

Financial & Administrative Support

• Reconcile company card receipts and prepare expense reports for managers and designated employees (30% in office / 70% remote).
• Review and validate employee time entries to support payroll processing (100% remote).
• Coordinate and submit employee expense reimbursements, including travel and per diem (20% in office / 80% remote).
• Process rental vehicle payments and maintain accurate cost tracking (50% in office / 50% remote).

Systems, Reporting & Compliance

• Maintain tracking spreadsheets and reports to ensure accurate alignment of labor, billing, and expenses; follow up on discrepancies (100% remote).
• Provide support for internal systems used for time tracking, vendor coordination, and financial reporting (100% remote).
• Document and manage reporting related to company vehicle damage, including insurance-related records and follow-up (100% remote).

General Office Administration

• Perform administrative duties including mail distribution, shipping coordination, and procurement of office and operational supplies (75% in office / 25% remote).
• Serve as a liaison between office staff and field personnel to support operational needs.
• Maintain organized records and documentation for audits and operational efficiency.

Qualifications

Education & Experience

• 2–5+ years of administrative, office support, or operations experience.
• Experience with fleet coordination, logistics, or field operations preferred.

Knowledge, Skills, and Abilities

• Strong proficiency in Microsoft Office Suite, particularly Excel.
• Excellent organizational, time management, and multitasking skills.
• Ability to manage competing priorities across office, remote, and field responsibilities.
• Strong attention to detail and accuracy in recordkeeping and reporting.
• Effective communication skills with both office and field-based employees.
• Ability to work independently and follow through on tasks.

Certifications / Licenses

• Valid driver's license required.
• Ability to pass a Motor Vehicle Record check

Work Environment

• Hybrid work environment consisting of office-based work, remote tasks, and local travel.
• Frequent interaction with employees supporting field operations.
• Fast-paced environment with multiple deadlines and operational priorities.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Ability to travel locally for vehicle coordination, including driving and visiting service locations.
• Occasional lifting of light materials (up to 25 lbs).

About Us

Asplundh Engineering Services (AES) brings over 100 years of expertise to deliver top-notch engineering, design, planning, and testing services for transmission, distribution, substation, and renewable infrastructure markets across the U.S.

An Asplundh Company

As part of the Asplundh family, AES benefits from extensive resources and a century of experience. Together, we provide utilities with comprehensive end-to-end services, from design to construction, testing, and maintenance, ensuring reliability and peace of mind.

Our Commitment

At AES, we believe in tackling challenges together with our customers, leveraging our collective experience and resources to achieve success in every project.

We offer a competitive range of benefits to support our employees' health, well-being, and financial security. Medical, dental, and vision benefits are available to all eligible employees on the first day of employment. For more information on the benefits available for this role, please contact the recruiter or hiring manager.

Individuals with a disability who desire a reasonable accommodation can contact the ADA Coordinator by calling View phone number on click.appcast.io. We partner with the Department of Homeland Security/U.S. Customs and Immigration Service to e-Verify all newly hired employees. An Equal Opportunity Employer.

All job offers are subject to pre-employment drug screening and a background check. Unless otherwise noted, we do not sponsor employees for work authorization in the U.S. for this position.

Notice to Agencies: We only accept resumes from recruiters, employment agencies, or staffing services if a Service Agreement has been signed and we have requested recruitment/staffing services for the specific position. Any unsolicited resumes will become the property of the company, and no fees or compensation will be paid to the recruiter, employment agency, or staffing service.