Fleet Administrator/Ops Support
Software Guidance & Assistance, Inc. (SGA, Inc.)
Software Guidance & Assistance, Inc., (SGA), is searching for an FLEET ADMINISTRATOR/OPS SUPPORT for a CONTRACT assignment with one of our premier UTILITY clients in SAN JOSE, CA. Onsite 5 days per week. Responsibilities:
- Support daily administrative operations within the Fleet function, including work order processing, documentation, and invoice handling
- Review incoming vehicle and equipment deficiency reports, identify duplicates, and escalate safety‐critical issues to leadership as appropriate
- Reconcile vendor invoices against maintenance and repair work orders within the asset management system and close completed items
- Prepare, code, and submit invoices for payment in accordance with established financial procedures
- Enter and reconcile fuel and credit card transactions using fleet payment platforms and internal systems
- Upload fuel usage and odometer data from fuel management systems into the enterprise asset management database
- Maintain organized records and documentation related to regulatory and compliance requirements, including inspections, emissions testing, and vehicle licensing
- Assist with scheduling vehicles and equipment for corrective repairs and preventive maintenance activities
- Provide clerical and administrative support to Fleet Supervisors and department leadership as needed
- Experience performing administrative or clerical support functions in a fleet, maintenance, or operations environment
- Proficiency with Microsoft Office applications and general comfort working across multiple software systems
- Strong organizational skills with the ability to manage high volumes of documentation and transactional data
- Attention to detail with the ability to identify discrepancies and ensure accuracy in records and invoices
- General understanding of vehicle maintenance, repair processes, or mechanical terminology
- Education equivalent to an associate degree, technical training, or relevant work experience in a related field
- Experience working with fleet, fuel, or asset management systems
- Familiarity with regulatory documentation such as inspection records, emissions compliance, and equipment registration
- Prior exposure to fleet maintenance operations involving construction or heavy equipment
- Experience coordinating maintenance schedules or supporting preventive maintenance programs
- Strong analytical skills with the ability to evaluate issues, consider alternatives, and support operational decision‐making
- Background supporting purchasing, inventory coordination, or general services functions
Vacancy posted 1 day ago
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