Helios Service Partners is the industry leader in Light Commercial, Retail and Industrial HVAC and Refrigeration (HVACR) Service, Maintenance and Installation. Helios Service Partners is the result of the nation's top independent HVACR businesses coming together. We service 35 states with our 100% self-performing technicians offering on-demand 24/7 dispatching to clients throughout the Midwest, Southern and Southeastern United States. Come discover why America's top national and regional brands and facility managers trust Helios Service Partners. 

Job Summary:

The Fleet Administrator assists in administering and coordinating services of the fleet department, serving as the first point of contact for drivers. The Fleet Administrator works closely with the fleet team and operations leadership, engaging in a wide range of tasks that support the day-to-day fleet operations. This is a Hybrid position. 

Essential Duties and Responsibilities:

• Highly motivated with great communication and planning skills.
• Monitor, schedule, and coordinate repairs and services, including estimate approval, purchase orders, repair updates, and warranty work.
• Effectively communicate with technicians, managers, and vendors to maximize productivity and minimize downtime on emergency breakdowns.
• Serve as the first point of contact to triage calls for the fleet department, guiding drivers to the appropriate resources.
• Intake fleet emails and direct them to the appropriate person for action, responding with urgency.
• Respond in a timely manner to inquiries sent to the fleet department, answering messages when possible and forwarding them to the correct person when needed.
• Manage the out-of-service list, gathering data as assigned and alerting other team members on items needing follow-up.
• Provide timely updates to the team regarding dormant vehicles.
• Audit fuel transactions for accuracy.
• Frequently check the telematics system for data integrity and promptly notify the team of any issues or updates needed.

Required Knowledge, Skills, and Abilities:

• Strong organizational, verbal, and written communication skills.
• Excellent interpersonal skills, including the ability to build and maintain professional relationships. 
• Proven ability to meet deadlines.
• Desire to learn and follow processes and procedures.
• Ability to function effectively in a fast-paced environment. 
• Team player and self-starter.
• Proficient with Microsoft Office Suite, particularly Excel.
• Analytical and problem-solving abilities.
• Knowledge of vehicle maintenance, safety regulations, and compliance.

Education and Experience:

• High school diploma or training in the automotive field/technical certification from an accredited organization.
• ASE certifications are a plus, but not required.
• 2-3 years of customer service experience required.
• 2-3 years of administrative experience required.
• 2-3 years in an automotive repair environment required.
• Experience in fleet management a plus.
• Experience in HVAC industry a plus.

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Helios' compensation reflects the cost of labor across several US geographic markets. The base pay for this position ranges from $20.00 per hour in our lowest geographic market up to $25.00 an hour in our highest geographic market. Pay is based on a number of factors including market location and may vary depending on job-related knowledge, skills, and experience.