Fleet Administrator

Fleet Administrator

The Fleet Administrator provides administrative and clerical support for the crane and vehicle fleet, working closely with the Sales & Operations Manager of Allied Crane. This role is responsible for tracking where equipment is located and how long it is scheduled to remain on each job site, keeping maintenance and compliance records current, and ensuring that all equipment usage is accurately documented and billed.

Reports To: Sales & Operations Manager

Equipment Tracking & Coordination

• Track the location, assignment, and status of all fleet assets, including cranes, heavy equipment and company vehicles.
• Monitor how long each piece of equipment is scheduled to remain on site, track anticipated return and transfer dates, and flag idle, underused, or overdue equipment.
• Keep the fleet management system (Tenna) current with equipment locations, hours and mileage, assignments, and movement between job sites and the yard.
• Coordinate with project teams, field staff, and yard and dispatch personnel to confirm equipment needs, deliveries, pickups, and on-site duration.
• Maintain records for equipment rented from outside vendors, tracking rental start and end dates, rates, and timely return.

Equipment Billing & Accounts

• Prepare and process equipment billing, allocating equipment usage and hours to the correct jobs and cost codes.
• Ensure equipment usage is billed accurately and on time to projects, and to customers where applicable.
• Support the accounting team with accounts payable and receivable related to the fleet and crane operations, and resolve billing discrepancies with vendors and internal teams.
• Track equipment-related expenses and support cost reporting and budgeting.

Required Qualifications:

• 2+ years of administrative, office coordination, or clerical experience, preferably supporting fleet, equipment, or construction operations.
• Strong organizational skills and attention to detail, with the ability to manage many records and deadlines at once.
• Proficiency with Microsoft Office (Excel, Outlook, and Word) and the ability to learn fleet management, accounting, or ERP software.
• Experience with data entry, recordkeeping, and document management.
• Basic understanding of billing, invoicing, or accounts payable and receivable processes.
• Strong written and verbal communication skills, with the ability to coordinate across field, yard, shop, and office teams.
• Must operate in a character consistent with company values (Skill, Integrity, and Responsibility).
• Valid driver's license.

Preferred Qualifications:

• Familiarity with fleet management or telematics platforms (Tenna) is preferred.
• Experience with construction accounting or job-cost software (such as Viewpoint, Sage, or similar) is a plus.
• Knowledge of DOT titling, registration, and equipment compliance recordkeeping is a plus.

What do we offer?

• Health Insurance
• Dental Insurance
• Life Insurance
• 401K/Retirement
• Employee Stock Ownership Program.
• Holiday Pay
• Paid Time Off