Administrative Assistant to the Fleet Department

Essential Job Functions

• Provides reminders to department employees weekly regarding online employee training.
• Daily data entry into fleet department software program of repair orders & parts tickets from technicians.
• Manages the Fleet PO Log daily, codes & reconciles all invoices for parts, outsource vendors & rentals.
• Distributes and monitors vehicle recalls ensuring corporate assets are staying in compliance.
• Provides technical support to the branches such as troubleshooting, service calls, login management etc. on Fleet Software platforms.
• Promotes and reinforces positive safety culture through frequent and constructive interactions with employees at all levels.
• Generates excel-based performance reports using data from multiple sources, confirming accuracy, resolving discrepancies, and mine trends using graphs, charts, etc.
• Provides Logistics support for the department (i.e. meetings, training, travel arrangements and events).
• Manages accounts such as SunPass, PrePass and fuel card program.
• Manages tag renewals, replacements and titling of new assets.
• Manages Driver’s Alert GPS Platform-ordering, distributing, troubleshooting of GPS Devices.
• Oversees maintenance of truck supplies – decals, fire extinguishers, triangles, Lytx camera/equipment.
• IFTA: Manages licenses, decals, and submits quarterly returns.
• IRP: Applies for and manages IRP tags.
• Analyze fleet reporting (Excel).

Desired Qualifications

• Associates degree preferred.
• 2-4 years relevant work experience.
• Knowledge of commercial motor vehicle requirements.
• Familiarity with vehicle titling and licensing.

Requirements

• Strong communication and problem-solving skills.
• Ability to develop & maintain positive relationships with internal management & external vendors.
• Ability to meet multiple deadlines, multi-task and prioritize in a fast-paced environment.
• Highly organized and extreme attention to detail.
• Strong computer and data entry skills, experience with Excel & Microsoft Office.
• Customer Service Attitude.
• Ability to work well both independently and in a team environment.
• Occasionally lift up to ten lbs.
• Ability to work in a climate-controlled office environment.
• Vision adequate (including corrected vision) to perform essential job functions.
• Hearing (including corrected hearing) adequate to understand verbal information and maintain conversations for an hour or more over a telephone in order to perform essential job functions.
• Ability to read and write in English in order to process paperwork and communicate with clients and internal customers.
• Must be able to sit or stand for extended periods of time.
• Must have manual dexterity required for repetitive motions that may include the wrists, hands and/or fingers.
• Extended use of a computer, keypad or phone.