Fleet Operations Administrator

Fleet Operations Administrator

The Fleet Operations Administrator provides administrative and operational support for the company's fleet program. This position is responsible for maintaining accurate fleet data, supporting asset management activities, coordinating with vendors, monitoring equipment status, assisting with purchasing processes, and generating reports to support fleet operations. Acts as the primary administrative support resource for the Fleet Director, assisting with fleet initiatives, reporting, vendor management, asset tracking, and department projects.

The Fleet Operations Administrator works closely with fleet leadership, maintenance teams, operations personnel, and vendors to ensure fleet information is accurate, equipment statuses are tracked, and fleet-related administrative processes are completed efficiently.

Responsibilities include:

• Maintain fleet asset records and data within Fleetio and other fleet management systems.
• Enter and update vehicle and equipment specifications for new fleet purchases.
• Monitor and track out-of-service equipment and provide status updates.
• Assist with purchase orders, invoice tracking, and fleet-related documentation.
• Follow up with vendors regarding equipment orders, repairs, delivery schedules, and asset statuses.
• Maintain light-duty fleet records, asset assignments, and lease tracking information.
• Support fuel card administration, reporting, and compliance monitoring.
• Generate fleet reports, dashboards, and key performance metrics.
• Assist with warranty, registration, title, and fleet documentation management.
• Support fleet audits, process improvements, and special projects.
• Performs other duties as assigned.

Education and experience required:

• Associates degree or equivalent work experience required.
• 2+ years in fleet, transportation, maintenance, logistics, or administrative support required.

Required skills/abilities include:

• Proficiency with Microsoft Excel and Outlook is required.
• Knowledge of fleet management software is preferred.
• Ability to multitask and adapt to changing priorities in a dynamic environment.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and communicate effectively with vendors and internal stakeholders.

Physical and travel requirements include:

• Occasional travel to other company locations within Texas.
• Ability to sit and work at a keyboard for extended periods of time.
• Must be physically able to operate a variety of office equipment including computer, office equipment, telephone, etc.