Clerical Assistant - Fleet

Clerical Assistant - Fleet Queens, NY

The Clerical Assistant provides administrative and organizational support related to company fleet vehicles and daily fleet operations. This role is responsible for processing vehicle documentation, maintaining accurate records, coordinating vehicle deliveries and pick-ups, and supporting licensing and registration activities. The position requires strong organizational skills, attention to detail, and the ability to manage multiple assignments in a fast-paced environment while delivering excellent customer service to internal and external stakeholders.

Job Responsibilities

• Process vehicle-related documents including registrations, titles, permits, and licensing paperwork
• Maintain, track, and update vehicle information and related data within the Fleetwave vehicle management system
• Coordinate vehicle deliveries and pick-ups with vendors and internal employees
• Manage the receiving and distribution of vehicles from vendors and internal customers
• Communicate with vendors, garages, and internal stakeholders regarding fleet operations and administrative support needs
• Assist with Department of Motor Vehicles (DMV), permitting, licensing, and finance-related tasks
• Travel locally to municipal offices and other locations as needed to process documentation and support fleet management activities
• Perform accurate data entry related to vehicle information, preventative maintenance schedules, and fleet records
• Develop and maintain Microsoft Word and Excel spreadsheets and related documentation
• Collaborate with internal stakeholders to support operational objectives and maintain effective communication
• Ensure accurate record keeping and compliance with fleet management procedures
• Provide administrative support for additional fleet-related functions as assigned

Job Requirements

• Associate degree required
• Valid U.S. Driver's License required
• Minimum of 2 years of administrative or related experience required
• Experience within fleet operations, automotive industry, or DMV-related environments preferred
• Strong organizational and time management skills with the ability to manage high-volume workloads
• Excellent written and verbal communication skills
• Strong attention to detail and ability to maintain accurate records and data
• Ability to manage multiple assignments in a fast-paced environment
• Proficiency in Microsoft Office Suite, including Word and Excel
• Experience with Fleetwave or similar vehicle management systems preferred
• Knowledge of DMV procedures and forms preferred
• Flexibility to work overtime as needed

Additional Job Details (Commute, Attendance, etc.)

• Schedule: Monday through Friday, 7:00 AM 3:30 PM EST with a 30-minute lunch break
• Overtime may be required based on business needs
• Local travel required for document processing and fleet-related activities