Fleet Assistant

Description

COMPANY OVERVIEW

JTI is a growing, progressive, and team-oriented company rooted in family values. We know that our employees are our number one asset. We not only encourage, but foster an environment that promotes professional growth, internal promotions, continuing education, and a safe work environment.

We are proud to employ a team of dedicated professionals with expertise in electrical construction, mechanical fabrication and installation, engineering, and controls and automation fields who are leaders in their disciplines. We strive to be an excellent strategic partner for clients, providing solutions and adding value to their businesses.

POSITION OVERVIEW

The Fleet Assistant supports the Fleet Manager in the coordination, maintenance, and administration of company vehicles, equipment, and fleet-related records. This role ensures accurate documentation, timely service scheduling, compliance with safety and regulatory standards, and smooth day-to-day fleet operations. The Fleet Assistant interacts closely with mechanics, drivers, operations, accounting, and vendors to support efficient fleet management.

PRIMARY RESPONSIBILITIES

• Assist in tracking and scheduling routine maintenance, inspections, registrations, DOT compliance, and licensing for all vehicles and equipment.
• Maintain fleet records including fuel usage, mileage, maintenance logs, insurance, asset inventory, and repair history.
• Coordinate with internal departments and external vendors on service needs, repairs, invoices, and parts ordering.
• Monitor and update fleet management software, spreadsheets, and logs to ensure accurate and up-to-date fleet data.
• Support the distribution and collection of vehicle assignment forms, incident reports, and driver documentation.
• Assist with vehicle dispatch coordination and assignment to crews, projects, and regions based on operational needs.
• Ensure all fleet-related documentation meets State, Federal, OSHA, and DOT compliance requirements.
• Track fuel cards, toll passes, registration renewals, insurance certificates, and vehicle titles.
• Prepare and distribute reports on fleet usage, cost tracking, maintenance status, and upcoming service needs.
• Assist with processing incoming invoices, verifying charges, and submitting for approval to accounting or management.
• Support asset inventory audits and help update asset lists during equipment purchases, transfers, or disposals.
• Maintain open communication with project managers, shop technicians, and drivers regarding fleet status and availability.
• Assist with preparing and submitting claims for insurance, damage, or accident reports.
• Provide administrative support to the Fleet Manager, including scheduling, filing, scanning, and data entry.

LEADERSHIP RESPONSIBILITIES

N/A

QUALIFICATIONS

EDUCATION and/or EXPERIENCE: SPECIALIZED KNOWLEDGE AND SKILLS:

• High school diploma or GED required
• Basic understanding of fleet equipment, vehicles, or maintenance processes preferred.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Excel, Word, Outlook; familiarity with fleet management or asset-tracking software is a plus.
• Ability to handle multiple tasks and meet deadlines in a fast-paced environment.
• Strong communication and customer service skills for internal and external coordination.
• Ability to read and interpret forms, regulations, and basic fleet documentation.
• Basic knowledge of DOT, OSHA, and safety compliance is a plus.
• Must pass am MVR and have clean driving record.

EQUIPMENT & APPLICATIONS /WORKING CONDITIONS & PHYSICAL DEMANDS:

• Sitting for Extended Periods - Spending long hours at a desk working on a computer, reviewing plans, or handling paperwork.
• Typing and Computer Use - Engaging in frequent keyboard and mouse use for emails, reports, scheduling, and documentation.
• Reading and Reviewing Documents - Handling blueprints, contracts, and reports, which may require prolonged focus and visual strain.
• Occasional Lifting and Carrying - Moving documents, plans, or office supplies, typically up to 10-25 lbs.
• Repetitive Hand and Finger Movements - Writing, typing, and using office equipment such as printers and phones.
• Walking and Standing - Moving between office spaces, attending meetings, and sometimes walking through job sites.
• Driving or Traveling - Visiting job sites or attending off-site meetings as necessary.
• Wearing PPE as Needed - Donning safety gear (e.g., hard hat, safety glasses, boots) when visiting active construction sites