Fleet Administrator

About us:

At Universal Plant Services, we bring complete expertise to the world of motion. Our commitment to excellence and comprehensive knowledge of rotating equipment makes us an indispensable partner for industries where every revolution and rotation counts. We stand apart from other national providers due to our unmatched expertise across various sectors, proprietary systems, extensive equipment, technical proficiency, and wide array of service options.

Summary of Position

This role is responsible for maintaining accurate vehicle and driver records, coordinating fuel card and system updates, assisting with vehicle onboarding and retirement processes, and ensuring data consistency across multiple fleet platforms. The ideal candidate is organized, dependable, and comfortable working with databases, spreadsheets, and internal systems.

Essential Job Requirements:

Fleet Records & Systems

• Maintain and update the Master Vehicle List and fleet databases
• Ensure accuracy across fleet platforms (telematics, fuel systems, vehicle tracking, etc.)
• Process information updates on vehicle additions, transfers, swaps, and retirements
• Update driver assignments and company asset records

Fuel Card & Driver Administration

• Order, activate, and process fuel card requests
• Process MVRs and issue secure Fuel PINs
• Update Fuel Card System, Comdata, with any changes
• Coordinate shipping and distribution of cards to locations

Registration & Compliance Management

• Receive, track, and distribute vehicle registrations to assigned drivers
• Update fleet systems upon receipt of registration documentation
• Monitor upcoming expirations and ensure timely renewal processing
• Notify drivers when inspections are required for registration renewal
• Coordinate with locations and vendors to complete registration requirements

Vehicle Lifecycle Support

• Assist with new vehicle onboarding documentation
• Process vehicle retirement and disposal steps by way of database updates
• Maintain vehicle identification details (VIN, unit number, company assignments)
• Coordinate with vendors, internal departments, and locations

Administrative & Reporting

• Track fleet changes affecting billing, utilization, and compliance
• Generate reports and support audits as requested
• Provide administrative support to Fleet Manager

Insurance Administration

• Order and maintain vehicle insurance cards
• Manage insurance card database and documentation records
• Distribute updated insurance cards to drivers and locations

EZ Tag

• Order, make updates, distribute and maintain EZ Tag program

Required Education

• High School diploma or equivalent (associate degree preferred)

Required Experience

• Administrative or data-entry experience (fleet or logistics experience a plus)
• Strong attention to detail and organizational skills
• Proficiency in Microsoft Excel and office software
• Ability to manage multiple systems and follow detailed procedures
• Strong communication and reliability
• Not required by appreciated: a knowledge of telematics systems such as Geotab, a knowledge of fuel card programs such as Comdata, and knowledge or experience working with fleet management companies such as EFM (Enterprise Fleet Management

Skills

• Intermediate proficiency with Microsoft Excel is a must.
• Knowledge of OSHA safety regulations is a plus but not required.
• Knowledge of DOT regulations is a plus but not required.
• Highly organized with close attention to detail.
• Excellent written and oral communication skills.
• Must be able to demonstrate the capacity to be self-motivated, handling multiple projects with little to no supervision.

Physical Requirements

• Must be available for overtime when needed.
• Must be able to sit for long periods of time.
• Must be able to lift 30 pounds or more.
• Use repetitive hand motions.
• Prolonged use of the computer.

Equipment Used

• Microsoft Office (Outlook, Word, Excel, Viewpoint and SharePoint).
• Computer, telephone, copier, scanner, and printer.

Supervisory Responsibilities

This position does not have direct reports.

Working Conditions

This position operates in an office and warehouse environment with occasional short-term outside job responsibilities.

Pay Range: 18-20hr hourly (Depending on Experience)

Benefits offered:

• Medical/Dental/Vision
• Health Savings Account
• Short-term disability
• 100% employer paid Long-term Disability
• 100% employer paid life insurance
• 401K match
• Paid time off
• Employee Assistance Program

EEO Statement:

Universal Plant Services is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, citizenship status, protected veteran status, genetic information, or physical or mental disability.