Fleet Administrator

Job Description

Job Description

Description:

Position Summary

The Fleet Administrator is responsible for the day-to-day administration, accuracy, compliance, and operational readiness of a fleet of approximately 1,600 vehicles . This role maintains vehicle and employee records, documentation, maintenance data, fuel programs, and fleet information across Fleetio, Azuga, A2B , and other applicable systems.

The ideal candidate is highly organized, detail-oriented, and capable of managing a high volume of data while maintaining exceptional accuracy and compliance.

Key Responsibilities

Fleet Administration & Compliance

· Maintain accurate records for approximately 1,600 vehicles throughout the entire vehicle lifecycle.

· Manage vehicle registration, insurance, licenses, inspections, maintenance records, and other required documentation.

· Coordinate vehicle onboarding and offboarding , including registration, insurance, documentation, and system setup/removal.

· Identify and resolve missing, expired, or inaccurate documentation.

· Conduct regular audits and reconciliations across Fleetio, Azuga, A2B, and supporting records.

Fleetio & Maintenance Management

· Maintain accurate and complete Fleetio records, targeting 95%+ current maintenance data .

· Enter and monitor scheduled and unscheduled maintenance, inspections, vehicle status, and maintenance schedules.

· Track overdue maintenance and inspections and coordinate timely resolution.

· Identify recurring maintenance issues, data gaps, and process opportunities that may affect fleet availability.

Azuga & Driver Administration

· Maintain accurate vehicle, employee, driver, and vehicle-assignment information in Azuga.

· Manage employee/driver onboarding and offboarding within the system.

· Ensure Azuga information aligns with Fleetio and other fleet management platforms.

Fuel & Operational Support

· Administer the fleet fuel card program, including issuance, activation, changes, and cancellation.

· Ensure fuel cards are accurately assigned to employees and/or vehicles and resolve discrepancies.

· Partner with Operations, Maintenance, HR, Insurance, vendors, and other stakeholders to resolve fleet issues and maintain operational readiness.

Requirements:

Required Qualifications

· Experience in fleet administration, fleet management, transportation, logistics , or a related field.

· Demonstrated experience with Fleetio and Azuga .

· Experience managing vehicle registration, insurance, inspections, maintenance, and compliance documentation.

· Strong data-entry, Excel, computer, organizational, and time-management skills.

· Exceptional attention to detail and data accuracy.

· Ability to manage a high volume of vehicle and employee records.

· Experience with fuel card administration or fuel management.

· Ability to identify discrepancies, establish consistent processes, and proactively resolve issues independently.

Preferred Experience

· Experience supporting a fleet of 1,000+ vehicles , ideally approximately 1,600 vehicles .

· Experience with vehicle lifecycle management, fleet compliance, maintenance/inspection programs, and employee-to-vehicle assignments.

· Experience auditing and reconciling data across multiple fleet management systems.

Key Performance Expectations

Success will be measured by the ability to:

· Maintain accurate and current fleet records across all systems.

· Keep Fleetio maintenance data at or above 95% current/complete .

· Ensure registrations, insurance, inspections, licenses, and required documentation remain current.

· Complete vehicle and employee onboarding/offboarding accurately and promptly.

· Maintain accurate employee-to-vehicle assignments.

· Minimize discrepancies between Fleetio, Azuga, A2B , and supporting records.