Fleet Administrator - Contract to Hire

At JH Kelly, we’re hiring a Fleet Administrator to join our Longview team. This is a contract-to-hire role with the potential to become a permanent position. We’re searching for a sharp, proactive Fleet Administrator who lives for accuracy, thrives on keeping things moving, and genuinely enjoys solving problems for the people in the field. If you’re the type who spots a registration about to expire before anyone else, follows up without being asked twice, and treats every driver and vendor like a customer, this is your opportunity to own a critical support role in a growing, family-owned company.

About Us
Celebrating over a century of excellence, JH Kelly is a fourth-generation, family-owned construction powerhouse known for tackling complex commercial and heavy industrial projects. With offices in Vancouver, Longview, Seattle, Bellingham, WA, and Milwaukie, OR, we’re an industry leader fueled by an award-winning team committed to safety, quality, and a dynamic, tight-knit culture. Learn more about our story at www.jhkelly.com

We need someone who anticipates needs, chases down answers, and communicates clearly—no drama, just results. You’re comfortable juggling invoices, compliance deadlines, Ford Pro alerts, and driver questions all in the same hour, and you do it with a smile because you know your work keeps our people safe and our projects on track. This role is based in our Longview, WA office and reports to the Assistant Fleet Manager.

This is a hands-on, high-impact administrative role that keeps our fleet of vehicles and equipment running smoothly and compliantly across all job sites. This contract-to-hire role is about innovation, organization, and teamwork.

Pay Range: $20-$25 per hour (DOE), FLSA non-exempt (OT eligible).

Here’s what you’ll tackle:

• Documentation and Record-Keeping
  • Assist in maintaining DOT compliance files (driver qualification files, vehicle inspections, registration renewals, training records) and proactively schedule required tests/renewals.
  • Keep electronic fleet records 100% current—titles, registrations, insurance documents, maintenance history, and asset onboarding/offboarding paperwork.
  • Assist with daily Ford Pro administration: update vehicle information, monitor alerts, track maintenance schedules, and ensure data accuracy.
  • Tracks and resolves fuel-card exceptions and maintains accurate fuel-card assignment records.

• Administrative Support
  • Process and track all fleet-related invoices and expenses for timely submission, proper coding, and budget alignment.
  • Coordinate preventive maintenance and repairs with shops, drivers, and vendors so nothing falls through the cracks.
  • Be the first point of contact for field inquiries about vehicles, registrations, fuel cards, or compliance—delivering fast, clear, friendly answers every time.
  • Handle asset onboarding and offboarding, including new-vehicle arrivals and vehicle-disposal documentation.
  • Perform general fleet-office housekeeping and ad-hoc tasks to keep everything running smoothly.

• Team Collaboration & Process Improvement
  • Gather, organize, and analyze fleet data to build accurate weekly, monthly, and quarterly reports and metrics for the Assistant Fleet Manager and leadership.
  • Partner with the Assistant Fleet Manager to identify trends, spot opportunities, and implement small process improvements that save time and reduce risk.
  • Promote a culture of safety, accuracy, and teamwork in every interaction with drivers, field teams, vendors, and internal customers.

What You Bring

• Experience: Minimum 1 year of administrative experience (fleet, logistics, or construction background is a big plus)
• Skills: Proficiency with Microsoft Office Suite - especially Excel for tracking and reporting. Proven ability to manage large data sets, spot discrepancies, and follow processes without cutting corners. Excellent verbal and written communication—you’ll talk to drivers, vendors, and managers daily.
• Mindset: Team-oriented, innovative, and proactive. Comfort working in a fast-paced, deadline-driven environment while still delivering great customer service.
• Education: High school diploma or GED required.
• Other: Valid driver’s license and clean driving record (you’ll occasionally move vehicles to/from shops).

Physical Requirements
This role primarily involves an office setting with occasional shop/warehouse tasks. You’ll sit at a computer for extended periods, but you’ll also need to lift up to 25 lbs, walk job sites or shops, climb in/out of equipment, and wear required PPE (sturdy closed-toe shoes, long pants, etc.). Reasonable accommodations are available.

Pay Range: $20-$25 per hour (DOE), FLSA non-exempt (OT eligible).

You’ll join a safety-first, people-first company where your attention to detail directly supports crews in the field and keeps multi-million-dollar projects on schedule. This isn’t just an admin job—it’s a chance to become the backbone of fleet operations in a respected, growing, fourth-generation business.

How to Apply
Submit your resume and a brief cover letter. Tell us how you’ve used technical skills to improve processes, worked collaboratively on a team, or supported administrative tasks in the past.