Fleet Administrator

Position Summary

The Fleet Administrator is responsible for providing administrative and operational support to the Equipment Department. This position coordinates fleet records, processes and codes equipment-related invoices, manages vehicle and equipment registrations, maintains compliance documentation, coordinates driver assignments, and serves as a key liaison between field personnel, mechanics, shop staff, vendors, and management. The Fleet Administrator ensures accurate recordkeeping and supports the efficient operation of the company’s fleet and equipment assets.

Essential Duties and Responsibilities

Fleet Administration

• Maintain accurate records for all company-owned and leased vehicles, trailers, and equipment.
• Track and monitor vehicle titles, registrations, permits, and insurance documentation.

Accounts Payable & Invoice Processing

• Review, verify, and code equipment-related invoices to the appropriate job, department, or cost code.
• Coordinate with vendors and internal departments to resolve invoice discrepancies.
• Process work orders, receipts, and supporting documentation for equipment expenses.

Registration & Compliance

• Coordinate annual registration renewals for vehicles and trailers.
• Complete and submit title transfers, license plate applications, and other fleet-related documentation.
• Ensure fleet records comply with federal, state, and local regulations.

Fleet Operations Support

• Manage driver assignments and maintain driver-to-vehicle allocations.
• Coordinate vehicle transfers, assignments, and replacements based on operational needs.

Equipment Department Support

• Provide administrative assistance to mechanics, shop personnel, and equipment management staff.
• Coordinate with accounting, operations, safety, and equipment personnel regarding fleet activities.

Required Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Minimum of 1-3 years of fleet, equipment or transportation related experience.
• Knowledge of fleet maintenance and equipment operations preferred.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet deadlines.
• Strong organizational, recordkeeping, and multitasking skills.
• Problem-solving skills with the ability to resolve issues independently.
• Excellent written and verbal communication skills.

Working Conditions

• Primarily office-based with occasional visits to shops and yards.
• May require extended periods of sitting, computer work, and document review.
• Occasional lifting of files, records, or office materials up to 25 pounds.

We are an equal opportunity employer: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability or protected veteran status.