Fleet Administration Specialist

Fleet Administration Specialist

The Fleet Administration Specialist independently manages the administrative and operational activities required following the sale and rollout of fleet equipment. This position serves as the central coordination point among Sales, Fleet, Rental Operations, Finance, branches, vendors, and other internal partners to ensure equipment records, orders, documentation, insurance, billing, system configuration, and customer commitments are completed accurately and on schedule. The Fleet Administration Specialist evaluates rollout requirements, establishes administrative priorities, resolves discrepancies and process exceptions, and determines appropriate next steps within established business policies. The position supervises a Rental Support Specialist, delegates and prioritizes supporting administrative work, reviews work quality and completion, and provides coaching and process guidance. The position also analyzes fleet information, identifies operational and financial risks, recommends process improvements, and provides reporting and guidance throughout the post-sale lifecycle.

Post-Sale Rollout Administration: Own the administrative implementation of fleet transactions following sales approval and rollout initiation. Review sales documentation, customer requirements, equipment information, pricing, delivery commitments, and internal approvals to determine rollout readiness. Develop and manage rollout checklists, timelines, responsibilities, and required system activities. Determine administrative requirements for nonstandard or complex transactions and select the appropriate resolution path within established policies. Coordinate cross-functional handoffs and resolve issues that could delay rollout completion. Maintain stakeholder visibility into status, risks, decisions, and outstanding actions.

Fleet Order and Asset Administration: Coordinate equipment order entry, receipt, transfer, assignment, and final disposition across applicable systems. Validate asset details and independently resolve discrepancies involving serial numbers, ownership, configuration, location, cost, or status. Evaluate open orders and vendor commitments, identify risks to rollout timelines, and determine appropriate follow-up or escalation. Ensure fleet records remain accurate and aligned across business systems. Recommend corrective action when inventory, order, or equipment records do not align.

Billing and Financial Controls: Review transaction documentation and determine readiness for invoicing. Validate pricing, freight, equipment costs, credits, fees, and other billing components. Research and resolve discrepancies involving vendor invoices, customer invoices, purchase orders, and fleet records. Coordinate corrections with Sales, Finance, Purchasing, vendors, and branches. Develop and maintain controls that support billing accuracy, timely financial closeout, and appropriate documentation.

Insurance, Compliance, and Risk Administration: Evaluate customer insurance documentation against established requirements and determine when additional information or corrective action is required. Determine when Rental Equipment Protection or another approved risk treatment applies. Coordinate resolution of deficient or incomplete documentation and administer related claims. Identify recurring compliance issues and recommend process improvements or additional controls.

Process Improvement and Stakeholder Guidance: Evaluate post-sale administrative processes and identify opportunities to improve efficiency, accuracy, controls, and customer experience. Develop procedures, tools, and training materials and communicate process changes to affected stakeholders. Lead or participate in cross-functional improvement initiatives. Influence timely completion of assigned actions across departments without direct supervisory authority.

Systems, Reporting, and Data Analysis: Serve as a subject-matter resource for fleet-related systems and administrative processes. Analyze rollout, billing, inventory, and exception data and develop reports, dashboards, controls, and tracking mechanisms. Identify trends, recurring errors, and operational risks and recommend system or workflow changes based on findings. Provide guidance and training to users on fleet administration processes and systems.

People Leadership and Administrative Work Coordination: Directly supervise the Rental Support Specialist and establish clear priorities, work assignments, deadlines, and performance expectations. Delegate routine and supporting administrative activities while retaining accountability for the accuracy, timeliness, and overall completion of fleet administration work. Review work output, provide coaching and feedback, address performance or workflow concerns, and support the employee's training and development. Balance team capacity against rollout priorities and adjust assignments as business needs, customer commitments, or operational risks change. Maintain effective procedures, controls, and cross-training to support continuity, accuracy, and consistent execution.

Other Duties: Perform other duties and special projects as assigned.

Qualifications: Education: Required Associate degree in business administration, accounting, supply chain, operations, or a related field, or an equivalent combination of education and relevant experience. Preferred Bachelor's degree in business, finance, accounting, supply chain, or a related field.

Experience: Required Three to five years of progressively responsible experience in fleet administration, sales operations, equipment administration, order management, accounting support, inventory control, or a related function. Demonstrated experience independently resolving cross-functional process or transaction issues. Prior experience leading, coordinating, training, or supervising the work of others. Experience analyzing data, reconciling discrepancies, and developing operational reports. Preferred Experience in equipment rental, heavy equipment, fleet management, dealership operations, or a comparable industry. Experience supporting complex fleet sales or multi-location rollouts. Experience developing procedures, controls, or process improvements.

Knowledge, Skills, and Abilities: Required Advanced proficiency with Excel, Word, Outlook, and applicable ERP, CRM, fleet, or rental systems. Working knowledge of order-to-cash, purchasing, invoicing, inventory, asset-management, and insurance administration processes. Strong analytical, problem-solving, organizational, and project coordination skills. Ability to interpret policies, transaction requirements, and business information; evaluate alternatives; and make timely decisions within established authority. Ability to manage competing priorities, resolve exceptions, and work independently with general supervision. Excellent written and verbal communication skills and the ability to influence stakeholders without direct authority. Ability to assign work, set expectations, coach performance, and hold a direct report accountable for results. High level of accuracy, judgment, discretion, and attention to detail. Preferred Proficiency with DBS, iRental, CRM, ERP, reporting, or related business systems. Familiarity with equipment insurance terminology, fleet controls, and asset lifecycle administration.

Physical Demands & Work Environment: Primary work is performed in an office or service facility environment with frequent communication by phone and computer. Tasks involve sitting for extended periods, using hands and fingers to operate a computer and telephone, and reaching with arms. Occasional standing, walking, bending, stooping, crouching and kneeling may be required, especially when verifying equipment status in the yard or assisting with parts logistics. Employees are regularly required to talk and hear to communicate with technicians and customers; specific vision abilities include close vision, distance vision, color vision, depth perception and the ability to adjust focus. Must be able to lift and move up to 25 pounds occasionally (e.g., moving parts or equipment files) and safely handle heavier loads up to 50 pounds with assistance when necessary. Work may occasionally involve exposure to a warehouse or outdoor environment with moderate noise and varying weather conditions; appropriate personal protective equipment (PPE) should be used as required.

Equal Employment Opportunity Employer of Minorities, Females, Protected Veterans and Individuals with Disabilities.