Fleet Administrator

Job Description

Job Description

About Us

Since 1976, Shenandoah has been a trusted leader in the trenchless construction industry, combining decades of experience with cutting-edge technology to deliver turnkey solutions. Our extensive fleet—including hydraulic cleaning trucks, video inspection units, test and seal equipment, and heavy machinery—allows us to manage projects of any size, backed by a skilled team of managers, estimators, and superintendents. We are equipped to mobilize crews beyond our target area to provide reliable, efficient service wherever it’s needed.

For over 40 years, we have partnered with our customers to extend the life of their infrastructure, maximize budgets, and implement strategic maintenance and rehabilitation programs. By staying at the forefront of industry-changing technologies, Shenandoah ensures every project is completed safely, efficiently, and to the highest standards, delivering long-term value and peace of mind to our clients.

Position Overview

We are seeking a Fleet Administrator to join our team. In this role, you will support safe, compliant, and efficient field operations by managing safety programs and overseeing fleet administration. This position partners with project teams, shop/yard staff, and branch leadership to drive OSHA and DOT compliance, reduce risk, and ensure vehicles and equipment are ready for work. The ideal candidate is organized, detail-oriented, and able to coordinate multiple priorities across field operations and fleet management. This position can be based out of our Corporate office in Boca Raton or one of our Florida branches in Fort Myers, Tampa, or Lakeland.

What You'll Do

• Coordinate safety orientations, toolbox talks, and targeted training (fall protection, confined space, LOTO, trenching/excavation, PPE).

• Schedule and track employee certifications (OSHA 10/30, First Aid/CPR, equipment operator cards, HAZWOPER).

• Conduct and document site safety audits and inspections; issue corrective actions and track closeout.

• Support job hazard analyses (JHAs), pre-task plans, and Stop Work Authority initiatives.

• Assist with incident/near-miss investigations, root-cause analysis, and corrective/preventive action (CAPA).

• Maintain safety records and generate monthly KPIs (TRIR, DART, near-misses, audit findings, CAPA closure rate).

• Manage fleet inventory, titles, registrations, insurance, and renewals across multiple states.

• Coordinate preventive maintenance, annual inspections, DVIRs, and repairs; track uptime and PM compliance.

• Administer telematics/ELD systems, fuel cards, toll transponders, and fleet expense reconciliation.

• Ensure driver compliance with MVR checks, qualification files, medical cards, onboarding, and safety training.

• Monitor DOT/FMCSA compliance for hours-of-service, vehicle inspections, drug/alcohol testing, and IFTA/IRP requirements.

• Support pre-mobilization planning, emergency preparedness, and equipment/PPE readiness.

• Collaborate with insurance/risk partners on certificates, claims, and sub/supplier compliance.

• Other duties as required

Required Qualifications

• 1–3 years in construction safety, fleet administration, or related operations role; multi-state field environment preferred.

• Working knowledge of OSHA construction standards and DOT/FMCSA compliance.

• Experience with ELD/telematics platforms and fleet management systems (e.g., Samsara).

• Proficiency in Microsoft 365/Google Workspace; strong Excel skills.

• Strong organizational, communication, and problem-solving skills.

• Valid driver’s license and clean driving record.

Preferred Qualifications

• Certifications a plus: OSHA 30 (Construction), First Aid/CPR, CHST/ASP/CSP, or CDL.

• Experience managing fleets of vehicles and heavy equipment.

• Familiarity with construction or service-driven operations.

Perks of the Job

• Weekly Pay

• 401(k) + Company Match

• Comprehensive Medical, Dental, and Vision Insurance

• Company-paid life insurance

• Paid Time Off (PTO)

• Opportunities for career advancement and professional growth

  Shenandoah is an Equal Employment Opportunity (EEO) employer committed to fostering a diverse and inclusive workforce.