Fleet Administration Lead

Job Description

Job Description

Join our fun and fast-growing Team!

We offer an attractive benefits package, including:

• Being a part of a team of passionate and like-minded professionals!
• Generous paid vacation and flex days
• Competitive pay & 401K with company match
• Bonus Incentive Program
• Comprehensive Benefit Package including low-cost Industry-Leading PPO and HSA Plans, Medical (with No-cost, single-insured option!), Dental/Vision, Company-paid Life Insurance, AD&D
• Apprenticeship Program
• Commitment to growth and development of our employees: On-the-job training and mentorship from industry-leading professionals.
• Reimbursement for career development courses & licenses
• Employee & Family Assistance Programs
• And so much more; come see for yourself!

Job Brief:

The Fleet Administration Lead is responsible for the day-to-day coordination, tracking, administration, and continuous improvement of Control Tech’s vehicle fleet. This role oversees fleet data integrity, regulatory compliance, telematics, fleet documentation, vendor coordination, and lifecycle administration while supporting safe, efficient, and cost-effective fleet operations.

Duties & Responsibilities:

• Create and manage fleet unit number assignments.
• Maintain the master fleet list, including acquisitions, disposals, registrations, assigned drivers, vehicle status, locations, coding, and related asset data.
• Manage fleet and driver records within Motive, including vehicle-to-driver assignments.
• Monitor telematics systems (Motive/Verizon Connect), assign GPS devices, and resolve disconnected or malfunctioning units.
• Review fuel card transactions, investigate discrepancies, and prepare fuel efficiency reporting.
• Manage Fuel Card administration and lifecycle.
• Coordinate vehicle maintenance, repairs, recalls, and warranty activities.
• Manage fleet documentation, including lease agreements, bills of sale, disposal records, registrations, insurance records, and lease invoices.
• Coordinate vehicle insurance, registrations, renewals, and annual driver insurance renewal processes.
• Maintain driver records, including licence information required for insurance purposes.
• Create and maintain fleet assets in IFS and related systems, including equipment setup, site assignments, transfers, and disposals.
• Ensure fleet data accuracy, consistency, and completeness across all fleet management systems.
• Respond to and coordinate fleet-related email requests, escalating or delegating as appropriate.
• Manage toll programs, leased vehicles, long-term rentals, and fleet vendor relationships
• Code and submit fleet-related invoices to Accounts Payable and verify vendor billing accuracy.
• Support capital replacement planning and operating budget administration through accurate fleet reporting.
• Prepare fleet dashboards, reports, and operational metrics for management.
• Develop, maintain, and continuously improve fleet policies, procedures, and administrative processes.
• Participate in company safety programs and perform other duties as assigned.
• Perform other duties as required

Required Skills/Qualifications:

• Strong attention to detail and ability to maintain accurate records.
• Experience with vendor coordination, invoicing, and fleet reporting.
• Experience working with multiple systems and databases (IFS, Motive, Microsoft Office).
• Excellent organizational, analytical, and time-management skills.
• Strong communication and vendor coordination skills.
• Ability to manage competing priorities independently.
• Experience with fleet administration, vehicle registrations, insurance, and compliance preferred.