Fleet Administrative Assistant

Fleet Administrative Assistant

Location:

Wilmington, Massachusetts

Job ID

2605316

The Fleet & Environmental Program Coordinator provides operational and administrative support for UniFirst's Corporate Fleet and Environmental teams. This role coordinates compliance activities, project administration, invoice processing, data analysis, and reporting while ensuring accurate records and timely communication with internal departments, field locations, vendors, and regulatory agencies. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced environment with multiple priorities.

Schedule: Hybrid with two to three days mandatory in-office, but could change in the future. Monday-Friday 8:00 - 4:30 pm EST (Eligible for overtime when required or needed).

The responsibilities of this position include, but are not limited to, the following:

• Monitor 3 shared inboxes (general inquiries, fleet invoices, environmental emails) ensuring responsiveness and invoice processing.

• Verify regulatory compliance across various profiles and partner with third-party vendors, accessing third-party portals as needed.

• Perform invoice reconciliation, handling complex financial documents (including legal invoices) that require precise account coding and attention to detail.

• Provide support to all UniFirst fields/locations and engineering staff.

• Maintain environmental reserve project budgets and expense tracking.

• Coordinate regulatory payments and documentation with Accounts Payable and government agencies.

• Maintain driver qualification files through J.J. Keller DataSense.

• Administer fleet compliance programs, including California Pull Notice and How's My Driving.

• Manage the Comdata fuel card program.

• Coordinate vehicle replacement projects, including Oracle project setup and invoice tracking.

• Maintain new fleet within UMMS (a couple hundred trucks).

• Create Oracle Cloud projects for fleet purchases and engine replacement initiatives.

• Allocate invoices accurately within project budgets.

• Prepare reports and perform data analysis supporting operational decision-making.

• Communicate with field locations regarding compliance requirements and project information.

Qualifications

• Associate or bachelor's degree in business, Accounting, Finance, Supply Chain, or related field preferred.

• 3-5 years of experience in a corporate administrative, operations, fleet, accounting, or compliance support role.

• Ability to manage large workloads with minimal supervision, with the ability to absorb training materials and hit the ground running on Day 1.

• Strong organizational and time management skills with the ability to manage multiple priorities.

• Excellent verbal and written communication skills.

• Proficiency in Microsoft Office 365, particularly Excel, Outlook, Word, Teams, and SharePoint.

• Experience with Oracle Cloud ERP or other ERP systems preferred.

• Experience working with fleet management, DOT compliance, or environmental compliance is a plus.

• Strong analytical and problem-solving abilities.

• High attention to detail and commitment to accuracy.

• Ability to work independently while collaborating effectively with cross-functional teams.

The estimated salary for this position ranges from $49,000 to $66,000 annually. Actual compensation will vary based on factors including but not limited to the candidate's skills, experience, and qualifications. Geographic differentials may also apply depending on the position's location. There is no application deadline for this role; recruitment will remain open until the position is filled.

Benefits & Perks: 401K with Company Match, Profit Sharing, Health Insurance, Employee Assistance Program, Life Insurance, Paid Time Off, Tuition Reimbursement, 30% Employee Discount, Employee Referral Bonuses.

UniFirst is an international leader in garment & Uniform services industry. We currently employ over 14,000 team partners who serve 300,000 business customer locations throughout the U.S., Canada, and Europe.

We were included in the top 10 of Selling Power magazine's "Best Companies to Sell For" list and recognized on Forbes magazine's "Platinum 400 - Best Big Companies" list. As an 80-year old company focused on annual growth, there's never been a better time to join our team.

UniFirst is an equal opportunity employer. We do not discriminate in hiring or employment against any individual on the basis of race, color, gender, national origin, ancestry, religion, physical or mental disability, age, veteran status, sexual orientation, gender identity or expression, marital status, pregnancy, citizenship, or any other factor protected by anti-discrimination laws

If you require an accommodation during any part of the application process due to a disability or medical condition, please contact us by email at View email address on click.appcast.io(opens in new window) or through our EthicsFirst portal at UniFirst.ethicspoint.com. You may also call the EthicsFirst Hotline at View phone number on click.appcast.io to let us know the nature of your request.

UniFirst Recruiters and/or representatives will not ask job seekers to provide personal financial information when submitting a job application. Please be vigilant as such requests for information may be fraudulent.

UniFirst is an equal opportunity employer. We do not discriminate in hiring or employment against any individual on the basis of race, color, gender, national origin, ancestry, religion, physical or mental disability, age, veteran status, sexual orientation, gender identity or expression, marital status, pregnancy, citizenship, or any other factor protected by anti-discrimination laws.

If you require an accommodation during any part of the application process due to a disability or medical condition, please contact us by email at View email address on click.appcast.io or through our EthicsFirst portal at UniFirst.ethicspoint.com. You may also call the EthicsFirst Hotline atView phone number on click.appcast.io (tel:+800-347-7888) to let us know the nature of your request.

UniFirst Recruiters and/or representatives will not ask job seekers to provide personal financial information when submitting a job application. Please be vigilant as such requests for information may be fraudulent.