Fleet Administrator

About the role

The Fleet Management Project Assistant supports a national Field Services group by coordinating all aspects of vehicle and asset administration, including new hire equipment assignments, fleet documentation, and claim follow-up. This role ensures that vehicles, equipment, and related assets are accurately tracked, properly documented, and efficiently managed so drivers and field staff can operate without interruption.

Responsibilities

• Manage the new hire and termination process for field staff, including assigning and recovering equipment such as computers, meters, vehicles, ATVs/UTVs, and PIN numbers.
• Maintain and update the asset schedule for computers, vehicles, and other assigned equipment to ensure accurate tracking of all assets.
• Afford assistance with asset purchasing by coordinating requests, gathering details, and supporting the procurement process as appropriate.
• Order transponders, fuel cards, and vehicle registrations as needed to support field operations.
• Coordinate and manage the sale of company-owned assets, ensuring documentation and records are complete and up to date.
• Manage vehicle registrations and renewals and communicate requirements and deadlines to appropriate staff and drivers.
• Afford assistance in preparing asset inventories to support asset tracking installations and related projects.
• Update and maintain databases and spreadsheets related to fleet, assets, and claims to ensure data accuracy and accessibility.
• Process vendor invoices related to vehicles, equipment, and fleet services in a timely and accurate manner.
• Handle incoming mail distribution related to fleet operations, including registrations, fuel cards, and insurance documents.
• Communicate regularly with automotive repair shops and drivers to obtain claim updates and status information.
• Follow up by phone on open claims to verify current status, document progress, and help move claims toward resolution.
• Respond to emails and complete assigned tasks within 24 hours, with particular urgency for fuel cards and registrations that support field operations.

Essential Skills

• Experience with fleet management, field service support, or project coordination in an administrative capacity.
• Proficiency with Microsoft Excel, including the ability to create and use basic pivot tables and maintain spreadsheets for asset tracking.
• Skill in using Adobe PDF tools, including Adobe Acrobat Pro or similar PDF editors, to complete and edit forms and documentation.
• Proficiency with Microsoft Office applications to manage emails, documents, and spreadsheets in a professional environment.
• Strong administrative support skills, including organizing documentation, maintaining records, and managing multiple tasks simultaneously.
• Ability to complete time-sensitive tasks within 24 hours, especially related to fuel cards, registrations, and critical fleet documentation.
• Commitment to maintaining a 24-hour response time for email communications to support field staff and vendors effectively.
• Strong written and verbal communication skills for interacting with drivers, vendors, repair shops, and internal stakeholders.
• High attention to detail and accuracy when processing registrations, invoices, claims, and asset records.

Additional Skills & Qualifications

• Background in project administration or project coordination, particularly in a field services or operations environment.
• Experience working with fleet management processes, including registrations, renewals, claims, and asset documentation.
• Comfort working with telematics systems and related device documentation, including activation and cancellation processes.
• Ability to manage multiple priorities and follow up on open items, such as claims and asset updates, with minimal supervision.
• Strong organizational skills with the ability to maintain master spreadsheets, databases, and digital filing systems.
• A customer service mindset when supporting drivers and field staff, ensuring they receive timely information and materials.
• Reliability in adhering to schedules, meeting deadlines, and following established procedures for time off requests.

Work Environment

This is a full-time, 40-hour, in-office role working Monday through Friday from 7:30 a.m. to 4:30 p.m. You will work on-site in an engineering office environment, supporting staff across national locations. A company laptop and phone are provided to perform daily duties, including managing databases, spreadsheets, email communications, and digital documentation. The position requires adherence to a structured schedule and the ability to provide at least two weeks' notice for time off requests to ensure continuous support for field operations. The office maintains a professional yet relaxed atmosphere with a business casual dress code, where jeans without holes are acceptable.

Company Information

The organization offers paid holidays, 80 hours of paid time off, health benefits, a 401(k) plan, and ESOP benefits, reflecting a focus on employee well-being and long-term financial security.

Job Type & Location

This is a Contract to Hire position based out of Long Beach, CA.

Pay And Benefits

The pay range for this position is $27.00 - $27.00/hr.

Requirements

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision, Critical Illness, Accident, and Hospital, 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available, Life Insurance (Voluntary Life & AD&D for the employee and dependents), Short and long-term disability, Health Spending Account (HSA), Transportation benefits, Employee Assistance Program, Time Off/Leave (PTO, Vacation or Sick Leave).

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.