What are the responsibilities and job description for the Fleet Administrator position at SDR?
SDR partners with communities, utilities, and public agencies to perform critical work in demanding conditions. The company provides disaster debris management, utility vegetation management, civil construction, and related infrastructure support services with a focus on safety, dependable execution, and responsive field operations.
Within SDR, the Utility Vegetation Management division supports utility and public infrastructure clients by helping maintain safe, reliable access to electric transmission and distribution systems. The division performs work such as right-of-way vegetation management, hazardous tree mitigation, technical tree removal, and storm-response support. This work requires strong coordination between field teams, equipment, fleet assets, safety programs, vendors, and operational leadership.
The Fleet Administrator plays an important role in supporting SDR’s UVM operations by helping ensure vehicles and equipment are properly documented, maintained, available, and compliant. This position supports the reliability of field operations and contributes directly to safe, efficient service delivery for utility clients and the communities they serve.
The Fleet Administrator is responsible for maintaining accurate documentation, records, and tracking systems for vehicles, trailers, and equipment used in SDR’s Utility Vegetation Management operations. This role supports safe, compliant, and efficient fleet operations by coordinating records related to asset inventory, assignments, maintenance, repairs, inspections, registrations, regulatory compliance, and operating costs.
The Fleet Administrator works closely with operations leadership, field supervisors, mechanics, vendors, and administrative teams to help ensure fleet assets are available, properly maintained, and ready to support daily operations, storm response, and other field-based work.
- Maintain accurate fleet inventory records for vehicles, trailers, and equipment, including VINs, unit numbers, registration information, titles, assignments, locations, and asset status.
- Track vehicle and equipment assignments, availability, usage, and lifecycle status from acquisition through disposal.
- Support the onboarding and offboarding of fleet assets, including documentation, registration, insurance, and system updates.
- Maintain organized records for fuel cards, GPS/telematics systems, license plates, permits, and assigned equipment.
- Coordinate with operations teams to confirm asset needs, availability, and readiness for field work.
- Monitor preventive maintenance schedules, inspection due dates, service intervals, and repair needs.
- Coordinate maintenance and repair activities with internal teams, outside vendors, dealerships, and repair facilities.
- Maintain complete service records, repair documentation, invoices, and related maintenance history.
- Track downtime, recurring repair issues, and maintenance completion status.
- Communicate equipment or vehicle availability issues to operations leadership in a timely manner.
- Assist with gathering information to support repair-versus-replacement discussions.
- Track and maintain required fleet documentation, including registrations, inspections, permits, insurance documentation, and other compliance-related records.
- Support compliance with applicable federal, state, and local requirements, including DOT/FMCSA requirements where applicable.
- Assist with documentation related to vehicle inspections, driver-related fleet records, accident reports, claims, and audit requests, as assigned.
- Support internal reviews, insurance audits, safety reviews, and regulatory audits by ensuring fleet records are accurate and accessible.
- Help ensure documentation practices are consistent, organized, and aligned with company procedures.
- Maintain fleet tracking systems, spreadsheets, databases, and/or fleet management software.
- Generate routine and ad hoc reports related to asset inventory, maintenance compliance, downtime, utilization, fuel usage, and operating costs.
- Provide fleet data to support budgeting, forecasting, operational planning, and decision-making.
- Identify trends, gaps, or recurring issues in fleet records and communicate findings to appropriate team members.
- Recommend process improvements to improve accuracy, efficiency, and visibility across fleet administration.
- Coordinate with field operations to support daily crew needs, job-site readiness, mobilizations, and storm-response activities.
- Support communication between field teams, vendors, mechanics, and management regarding fleet status and maintenance needs.
- Help ensure vehicles and equipment are properly documented and ready for deployment.
- Provide administrative support during periods of increased operational demand, including storm events or emergency response work.
- High school diploma or GED required; associate’s or bachelor’s degree in business administration, logistics, fleet management, construction management, or a related field preferred.
- 2–5 years of experience in fleet administration, equipment coordination, logistics, operations support, or a related administrative role.
- Experience in utility, vegetation management, construction, transportation, emergency response, or other field-based operations preferred.
- Familiarity with DOT-regulated environments, FMCSA requirements, vehicle inspections, registrations, and fleet documentation preferred.
- Strong organizational, administrative, and recordkeeping skills.
- Proficiency with Microsoft Office, especially Excel.
- Experience with fleet management software, GPS/telematics systems, maintenance tracking platforms, or fuel management systems preferred.
- Ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced operational environment.
- Strong communication skills and the ability to coordinate effectively with office staff, field personnel, vendors, and management.
- Detail-oriented, dependable, and proactive in identifying documentation gaps or process improvements.
- Strong attention to detail and commitment to accurate documentation.
- Ability to organize and maintain large volumes of fleet, equipment, and compliance records.
- Working knowledge of vehicle maintenance schedules, inspections, registrations, and fleet compliance requirements.
- Ability to communicate clearly with field teams, vendors, mechanics, and leadership.
- Strong problem-solving skills and ability to follow up on open items through completion.
- Ability to work independently while supporting a team-oriented operational environment.
- Comfort working with spreadsheets, databases, and digital tracking tools.
- Fleet records are accurate, current, and easy to access.
- Preventive maintenance and inspection schedules are tracked and communicated timely.
- Vehicles and equipment are documented, assigned, and available to support field operations.
- Compliance-related fleet documentation is maintained and audit-ready.
- Fleet reporting supports informed operational and budgeting decisions.
- Communication between operations, vendors, maintenance providers, and leadership is timely and effective.
- This position is primarily office-based and requires frequent coordination with field operations, maintenance vendors, and job-site personnel. Occasional travel to yards, shops, or job sites may be required. Some after-hours availability may be needed during storm events, emergency response operations, or periods of increased operational demand.