Fleet Administrator

This position is responsible for daily intake of work orders, issuing PO’s, auditing work orders and approving Fleet repair invoices. 

Primary Job Responsibilities

• Entering Invoices into Collective Data from Vendors
• Review Maintenance Dashboard 
• PO Issuance
• Auditing of Invoices for cost savings and unneeded repairs
• Maintain Google Drive Account and Fleet Files
• Call intake from Fleet Que
• Maintains and audits supervisor’s monthly vehicle inspections, creating monthly report to Fleet Manager.
• Toll Auditing 
• Citations Auditing 
• Car washes Auditing
• Field Purchase Auditing
• Codes all monthly vendor invoices by location and forward to corporate accounting department for reporting
• Reviews daily fuel transactions and reports to identify potential fuel theft.  Reports suspected fuel theft to the Fleet manager and appropriate Field Management.
• Research and respond to all questions regarding fuel reports.
• Research and respond to all questions regarding daily reports.
• Assists Fleet Department in special projects
• Assures the discreet handling of all business.
• Preparation of new vans
• Shipping 
• Daily oil change entry and payment
• Daily pending payment review and payment
• Daily tow entry and payment
• Daily Fire extinguisher entry and payment
• Daily DOT inspections entry and payment 
• Assist with yearly vehicle insurance
• Assist with monthly registration renewals 
• Maintains daily payments are processed by vendors 
• Set up new vendors

Secondary Job Responsibilities

• Primary back-up to Manager position during vacation and peak periods throughout the year.
• Back up reservations
• Back up rentals
• Performs other duties as assigned.

Educational Requirements

• Bachelor degree preferred in business, or related experience.

Experience Requirements

• Minimum of 2-3 years of auditing and/or accounts payable experience. 
• Handling large amounts of transactions and PO approval
• Fleet experience preferred. 

Physical Qualifications 

• Must be a minimum of 21 years of age
• Background check must be completed and approved by the Railroads in order to obtain an E-rail Security Badge
• Ability to lift up to 10 lbs.
• Position requires extended periods of time sitting
• Position requires extended periods of time using a telephone and computer
• Occasional evening and weekend work may be required as job duties demand

Computer Skills

• MS Office products, including Outlook, Word and Excel
• Preferred computerized fleet software experience
• Experience with normal office equipment, for example, copier, printer, fax, phone, etc

Personal Qualifications

• Excellent customer service and verbal communication skills
• Strong attention to detail 
• Strong organizational skills
• Ability to juggle multiple deadlines