Fleet Administrative Assistant

Join a team that nourishes life from farm to table! Upstate Niagara Cooperative, proudly owned by 200+ local family farms, is one of America's largest and most stable dairy cooperatives. Guided by farmer- and employee-led values, we process and market high-quality milk, yogurt, dips, sour cream, cottage cheese, and more under our trusted brands: Upstate Farms®, Bison®, Milk for Life®, and Intense Milk®. Here, you'll support sustainable farming, strong communities, and the mission to deliver fresh, local dairy to families every day.


Fleet administrative assistant is responsible for managing the administrative tasks related to the company's vehicle fleet, including vehicle registration, maintenance scheduling, driver compliance, data tracking, and ensuring adherence to fleet policies, essentially acting as the central point of contact for all aspects of fleet operations, reporting to a fleet director and supporting day-to-day activities to maintain efficient fleet usage.


Key responsibilities of a fleet administrative assistant may include:

• Vehicle registration and titling: Processing vehicle registrations, renewals, and title transfers.
• Maintenance scheduling: Coordinating vehicle maintenance schedules with service providers, tracking repairs, and ensuring timely servicing.
• Data entry and reporting: Maintaining accurate fleet data in a database, generating reports on fuel usage, mileage, and vehicle utilization.
• Cost control: Monitoring fleet expenses, identifying cost-saving opportunities, and managing fuel budgets.
• Policy enforcement: Communicating and enforcing company fleet policies to drivers.
• Vendor management: Managing relationships with external vendors like repair shops and fuel providers.
• Accident investigation: Assisting with accident investigations and reporting procedures.
• Fleet vehicle acquisition: Supporting the process of acquiring new vehicles, including specifications and pricing.

Skills and qualifications for a fleet administrator:

• Proficient in Microsoft Office Suite (Excel, Word, Outlook)
• Experience with fleet management software (preferred)
• Strong organizational and time management skills
• Attention to detail and ability to maintain accurate records.
• Excellent communication skills to interact with drivers, vendors, and internal stakeholders.
• Basic understanding of vehicle maintenance and repair procedures
• Knowledge of relevant regulations regarding vehicle registration and safety compliance

Pay: $24/hr.*


* The salary range listed for this position represents the good faith and reasonable minimum and maximum pay for this role at the time of posting. Actual compensation may vary based on factors including, but not limited to, experience, skills, training, knowledge, education, and overall qualifications. The posted salary range reflects just one component of our total rewards package. Other components of the total rewards package may include participation in group health and/or dental insurance, retirement plan, wellness program, paid time away from work, and paid holidays.


Upstate Niagara Cooperative, Inc. is committed to equal employment opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.