Fleet Services Administrator

Position Summary

Responsible for tracking slow-moving, excess, or obsolete inventory. Scheduling and overseeing inventory counts and discrepancies. Filing, monitoring, and analyzing warranty claims to maximize warranty return dollars. Reconciling and expediting all invoices associated with the fleet maintenance and distribution network.

Responsibilities

• Coordinate weekly cycle counts and track discrepancies in TMW/TMT software.
• Coordinates/schedules complete physical inventory count annually.
• Generate reports to track inventory levels, aged inventory, adjustments, and min/max control.
• Company administrator for the TMW/TMT management system. Maintain accurate records in inventory and shop management systems.
• Responsible for the reconciliation, coding, and submitting of all invoices associated with the fleet maintenance and distribution network through AP software Stampli.
• Responsible for payroll approval and time off scheduling for all fleet maintenance employees.
• File warranty claims with OEMs and third-party vendors.
• Track open warranty cases and follow up for timely resolution.
• Maintain documentation and records for all warranty-related activities.
• Collaborate with technicians to gather necessary information for accurate claim submission.
• Monitor and analyze warranty trends to identify repeated issues or failures.
• Collapse warranty parts return and manage reimbursement processes.

Working Relationships

Fleet Maintenance Manager, shop foreman, shop technicians, outside vendors as it relates to billing, fleet administration department, and all supply chain partners

Requirements

• Minimum Education: High School Diploma or GED equivalent
• Minimum Experience: 3 years fleet maintenance and distribution experience
• Preferred Experience: 5 years’ fleet maintenance and distribution experience
• Soft Skills/Competencies: Strong organizational and communication skills, both written and verbal. Proficient in Microsoft Office 2010 word and excel
• Travel: Periodic travel to satellite shops - clean driving record required
• Hours & Conditions: Typically, Monday – Friday, 8+ hour days in office setting, 5 days in Westborough – subject to change
• Physical Requirements: Minimal physical effort required, sitting / standing at computer for long periods of time. Ability to maneuver and lift up to 10 lbs.

Additional Info

At Cumberland Farms, it's important that our employees reflect the world we live in and the communities we serve. We celebrate our differences, so your unique background and skillset could bring a wonderful new perspective to our team. If you have a passion for delivering exceptional results, thrive in a fast-paced corporate environment, and bring experience in business management or related areas, we'd love to meet you - even if you don't meet every single requirement.