Fleet Administrator

Job Summary

The Fleet Administrator plays a critical role in supporting fleet and maintenance operations by managing administrative workflows, financial processes, and system coordination.

Principal Duties And Responsibilities

• Manage end-to-end invoice workflows, including resolving invoices not entered into MSR and tracking invoices aging beyond seven days
• Ensure timely and accurate invoice processing and payment coordination
• Enter invoices into Samsara and maintain proper expense coding
• Cook up maintenance-related pre-approvals between Samsara and MSR
• Set up vendors, complete credit applications, and maintain vendor records
• Manage inventory levels and coordinate ordering of supplies for facilities and FEMs
• Maintain schedules, records, and qualification data within Samsara
• Monitor tracker communication to ensure asset visibility and performance
• Aid with asset transfer processes and documentation
• Generate and monitor operational reports including audits, tracker compliance, and special projects
• Support development, documentation, and enforcement of Standard Operating Procedures (SOPs)
• Identify process improvement opportunities to enhance efficiency and accuracy
• Provide administrative coordination across fleet, maintenance, and finance teams
• Participate in project work as required

Qualifications

• A High School Diploma or equivalent (Associate or Bachelor’s degree preferred)
• 2+ years of transportation, fleet, or administrative operations experience preferred
• Experience with fleet management systems (e.g., Samsara, MSR) strongly preferred
• Proficiency in Microsoft Office, especially Excel
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Strong communication and problem-solving skills
• Basic understanding of supply chain and logistics operations