Fleet Administration Specialist

Allegiance Crane & Equipment, a leader in the crane industry, is seeking a Fleet Administration Specialist to join the corporate team in the Clear Lake area. This position assists in administering and coordinating motor vehicle fleet operations, prepares and maintains accurate records of vehicles, insurance, and required regulatory filings and reporting, and reports to the Director of Asset Management. Applications are accepted from local candidates only.

Responsibilities

• Maintain a database of all maintenance capex expenditures.
• Create and communicate all capex purchase orders, process receivers, and work with AP on any necessary adjustments.
• Match fuel receipts to fuel card transactions, investigate discrepancies, ensure accurate GL coding, and support month‑end reconciliation of fleet fuel expenses.
• Maintain the database for all equipment and vehicles for insurance purposes.
• Obtain and track all titles, Bill of Sales, and MSOs for incoming equipment.
• Ensure all certifications and documentation are received for new equipment and maintain an electronic file for these documents.
• Assign new asset numbers for new equipment.
• Process purchase orders for new assets.
• Assist with the monthly reporting to the branches.
• Maintain the Rate of Return file, including all new assets and budgeting information.
• Work with Fleet Maintenance to ensure DOT and licensing requirements are met for the fleet.
• Utilize Enterprise for maintenance issues.
• Add new assets to NexGen, ensure the proper location is being utilized, and assist with other conversion needs when necessary.

Skills, Knowledge, and Abilities

• Strong attention to detail and a commitment to accuracy.
• Strong interpersonal skills to collaborate effectively across various branches and departments.
• Experience in roles demanding accuracy in data entry.
• Experience with purchase orders.
• Familiarity with DOT and licensing requirements (helpful).
• Capability to quickly learn new software applications and facilitate smooth transitions during software conversions or upgrades.
• Proficiency in accounting principles.
• Ability to multitask.

Physical Requirements

• Must be able to sit at a computer, read a computer screen, and input information for long periods of time.
• Sharing office space is a possibility.
• Some light travel could be required.
• Must be able to move about the office as needed.
• Must be able to lift up to 5 pounds.

Benefits

• 401(k) matching
• Dental insurance
• Disability insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance