Vehicle Administration

Key Responsibilities

• Manage tolls and citations for a nationwide vehicle fleet, ensuring timely review, validation, processing, and resolution of notices.
• Research citation and toll activity, identify assigned drivers or departments, and coordinate follow-up to ensure accurate accountability and payment recovery.
• Track and accept payments, reconcile records, and maintain accurate documentation for audit and reporting purposes.
• Maintain driver information, jurisdiction codes, driving record data, and points analysis within the Company Cars SAP system.
• Serve as a liaison between Legal, Human Resources, Vehicle Administration, regional teams, drivers, and external agencies or vendors regarding tolls, citations, and driving record matters.
• Prepare driving-related disciplinary letters and coordinate the signature process to ensure timely review, approval, and documentation.
• Cook Automobile Operating Manual training for new drivers and support ongoing compliance with fleet policies and procedures.
• Develop and utilize ad hoc reports to monitor, control, track, and resolve time-sensitive issues for NHQ and regional locations.
• Respond to phone and email inquiries from internal customers, drivers, vendors, and business partners in a timely and professional manner.
• Support the Sr. Manager with audits, troubleshooting, policy and procedure recommendations, reporting, and special projects as needed.

Qualifications

• High school diploma or GED required
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams)
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent communication and customer service skills with a professional demeanor
• High attention to detail and accuracy in documentation and compliance tasks
• Valid driver’s license with a clean driving record

Preferred Qualifications

• Experience in an automotive or dealership environment preferred
• Familiarity with vehicle administration, lease programs, or automotive operations
• Experience with reporting, data tracking, or administrative analysis
• Demonstrated ability to identify process improvement opportunities