What are the responsibilities and job description for the Fleet Administrator position at Del-Air Heating & Air Con?
Primary Responsibilities: The Fleet Administrator supports the daily operations of the Fleet Department by managing administrative tasks related to company vehicles. Responsibilities include fuel card administration, toll transponder tracking, GPS (telematics) coordination, and vehicle inventory management. This role requires a high level of attention to detail, organizational skills, and proficiency in Microsoft Excel..
Specific Duties & Tasks:
- Track vehicle assignments and status (in-service/out-of-service) using Excel and internal tracking systems.
- Assist in vehicle check-in/check-out processes, including installing/removing GPS units, checking equipment, and documenting vehicle condition with photographs.
- Maintain records for vehicle inventory, ensuring data accuracy and timely updates.
- Administer the company fuel card program, including ordering, activation, deactivation, and monthly usage tracking.
- Support toll pass program administration by ordering, tracking, and assigning toll transponders; reconcile toll usage reports.
- Input and maintain data in GPS/telematics platforms (e.g., adding/removing users, generating basic reports).
- Generate and distribute monthly reports related to fuel, tolls, and GPS as directed.
- Assist with scheduling vehicle maintenance and coordinating minor repairs, including auto glass services.
- Submit and track purchase orders and assist with invoice processing and reconciliation.
- Provide administrative support in accident/insurance claim documentation and follow-up as needed.
- Maintain electronic and physical files related to fleet assets and compliance requirements.
- Support the bi-annual vehicle registration process.
- Uphold all safety protocols and promote a safe work environment.
- Perform other duties and special projects as assigned by management.
Competencies:
- Time Management
- Safety
- Technical Capacity
- Customer/Client Focus
- Strong computer background including Excel.
Qualifications:
- High school diploma or equivalent required. Any combination of education, training and experience that demonstrates the ability to perform the duties of the position may be considered.
- Outstanding communication and customer service skills
- Have obtained a valid driver’s license for at least 15 months, and able to meet FCCI auto guidelines to operate a company-owned vehicle.
- Computer literate with expert knowledge in MS Office Suite – Word, Excel, PowerPoint; working knowledge of all office equipment.
- Eligible to legally work in the United States.
- Be at least 18 years of age.
- Successfully complete a background check and drug screen.
- Ability to thrive in a team environment.
