Fleet Sales Assistant

Position Summary

The Fleet Sales Assistant provides administrative and clerical support to the Fleet Sales Department by coordinating vehicle orders, tracking production and delivery timelines, maintaining accurate records, and ensuring a smooth sales process from order placement through final delivery. This position requires exceptional attention to detail, strong organizational skills, and the ability to manage multiple priorities while communicating effectively with customers, manufacturers, and internal departments.

Essential Duties & Responsibilities

• Process and maintain fleet vehicle orders from initial order through final delivery.
• Track vehicle production status, shipping updates, and estimated delivery dates to ensure timely customer communication.
• Monitor order progress and proactively identify and resolve delays or discrepancies.
• Maintain accurate records, spreadsheets, and electronic files for vehicle orders, customer information, and supporting documentation.
• Prepare purchase orders, invoices, vehicle documentation, and other sales-related paperwork.
• Coordinate with manufacturers, transport companies, dealerships, and internal departments regarding vehicle status and delivery schedules.
• Communicate order updates and delivery information to fleet customers and sales staff.
• Verify order accuracy, pricing, vehicle specifications, and required documentation before submission.
• Schedule vehicle deliveries and assist with coordinating customer pickups when applicable.
• Generate reports and provide administrative support to the Fleet Sales Manager and sales team.
• Answer phones, respond to emails, and assist customers with questions regarding order status.
• Perform general clerical duties including filing, scanning, copying, and data entry.
• Maintain confidentiality of customer and company information.
• Perform other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Previous administrative, clerical, dealership, or fleet experience preferred but not required.
• Proficient in Microsoft Office, particularly Excel, Outlook, and Word.

Required Skills

• Exceptional attention to detail with a high level of accuracy in data entry, documentation, and order processing.
• Outstanding organizational and time management skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Strong written and verbal communication skills.
• Problem-solving skills with the ability to follow up on outstanding issues.
• Dependable, self-motivated, and able to work independently while supporting a team.
• Excellent customer service and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information professionally.