Fleet Administrative Assistant

Job Description

Job Description

Fleet Administrator Assistant

Location: Greensboro, North Carolina
Job Type: Full-Time
Department: Fleet Management
Work Location: On-site in Greensboro, North Carolina (not a remote position)

Position Summary

Hoffman & Hoffman is seeking a highly organized, detail-oriented Fleet Administrator Assistant to support the daily administrative and compliance functions of a large and active fleet program. This position supports Fleet Management with responsibilities related to vehicle and driver records, telematics, accident and claims administration, fuel cards, tolls, MVR monitoring, driver qualification support, onboarding and training coordination, vehicle registrations, and preventative maintenance follow-up.

The Fleet Administrator assistant has a key support role in maintaining a positive and compliant driver experience by helping ensure drivers are properly documented, trained, and supported throughout the employment lifecycle. The ideal candidate is a strong communicator who works effectively with drivers, management, HR, operations, and outside vendors while maintaining accurate records and ensuring consistent follow-through on fleet-related tasks.

Key Responsibilities

• Maintain and update fleet vehicle assignments and related records to ensure accurate tracking of company assets.
• Manage accident-related administrative follow-up, including obtaining police reports, tracking insurance claims, and maintaining organized reporting documentation.
• Assist in pursuing subrogation recovery against at-fault insurance carriers.
• Assign physical damage claims (total losses) to the insurance carrier as needed and provide claim information/documents to the carrier as requested.
• Support fuel card administration, including ordering cards, distributing cards, assigning PINs, reviewing usage reports, and conducting audits.
• Oversee toll administration, including ordering transponders, paying outstanding tolls, communicating with drivers regarding proper usage and installation, performing monthly audits, and processing related expenses.
• Maintain driver records in SambaSafety or similar systems for motor vehicle record monitoring and communicate relevant violations or concerns to HR and management.
• Assign required driver training for new drivers and follow up with management to ensure training completion.
• Coordinate vehicle registration activities, including renewals, safety check follow-up, mailing license plates and registration stickers, and updating vehicle records with current plate and tag information.
• Administer telematics devices, including assignment, installation coordination, safety report retrieval, and reporting support for management review.
• Work with operations teams to help ensure preventative maintenance is completed on schedule to support fleet availability and reduce downtime.
• Prepare and maintain fleet-related reports, records, and administrative documentation with a high degree of accuracy.
• Communicate professionally and effectively with a large driver population, internal managers, and external service providers.
• Occasionally transporting company vehicles to/from dealerships and/or repair shops
• Ensuring vehicles are "Driver Ready" before assigning to company team members

Qualifications

• High school diploma or equivalent required; associate degree or bachelor’s degree preferred.
• Two or more years of administration, fleet, transportation, automotive, logistics, or related experience preferred.
• Experience and working knowledge of property and casualty insurance claims.
• Strong organizational skills with excellent attention to detail and follow-through.
• Strong written and verbal communication skills and the ability to work across multiple departments.
• Experience managing multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office Suite, especially Excel, Outlook, and Word.
• Comfort using web-based systems, fleet platforms, and AI tools to improve efficiency and reporting.
• Experience with telematics platforms, fuel card programs, toll administration, registration processes, or MVR monitoring systems preferred.

Preferred Skills

• Ability to maintain accurate vehicle and driver records in a high-volume fleet environment.
• Strong customer service mindset when supporting drivers and internal stakeholders.
• Ability to identify issues, follow through on open items, and escalate concerns when appropriate.
• Confidence working with data, reports, audits, and compliance-related documentation.

Core Competencies

• Organization and time management
• Communication and relationship management
• Accuracy and recordkeeping
• Problem-solving and follow-up
• Confidentiality and professionalism
• Collaboration across Fleet, HR, Operations, and Management

The work environment at Hoffman & Hoffman, Inc. is an open office environment in a controlled atmosphere building.

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman & Hoffman, Inc.

No phone calls or drop-ins please.

EEO Employer/Vets/Disabled