Administrative Assistant - Fleet

NorthStar Energy Solutions is seeking a detail-oriented and organized Fleet Administrator to support the daily operations of our Fleet Department. This position is responsible for maintaining fleet records, tracking inspections and compliance requirements, processing invoices and work orders, coordinating equipment inventory updates, and supporting fleet reporting activities.

The Fleet Administrator plays a critical role in ensuring fleet assets are accurately documented, compliant with regulatory requirements, and properly maintained within company systems to support operational efficiency across the organization.

Fleet Compliance & Inspection Management

• Track state inspections, DOT inspections, dielectric inspections, crane inspections, DVIRs, and other compliance documentation.
• Maintain accurate inspection records and expiration dates within Spectrum.
• Scan and file inspection documents in the appropriate equipment records.
• Communicate compliance concerns and inspection status updates to fleet, shop, warehouse, transport, and operations personnel.

Equipment Records & Asset Administration

• Update equipment transfers, asset assignments, locations, and ownership records in Spectrum.
• Maintain accurate asset information including unit numbers, VINs, assigned personnel, job codes, mileage, and operating hours.
• Process equipment assignment changes and field updates to ensure reporting accuracy.
• Support fleet billing, maintenance tracking, and operational reporting through accurate recordkeeping.

Inventory & Asset Verification

• Review and process weekly equipment inventory reports submitted by field personnel.
• Generate and distribute monthly equipment verification reports.
• Update equipment records based on verification responses and inventory findings.
• Maintain current equipment hours and mileage records.

Equipment Acquisition & Disposition

• Create and maintain records for newly acquired equipment.
• Enter inspection, certification, and required compliance information for new fleet assets.
• Assist with asset disposal activities, including documentation, approvals, payment verification, and file retention.
• Coordinate vehicle keys, release documentation, and supporting records.

GPS, Camera Systems & Telematics Support

• Update and maintain Verizon Connect/Telogis equipment information.
• Coordinate GPS installations, replacements, and repairs with vendors and field personnel.
• Maintain telematics installation and repair logs.
• Process approved fleet hierarchy changes and PM service updates.
• Distribute LYTX alerts and maintain related tracking documentation.

Administrative & Financial Support

• Process P-Card receipts and maintain supporting documentation.
• Enter and verify departmental time records within CTAP.
• Process and file fleet-related invoices.
• Track missing equipment information and ensure proper document coding.
• Process WEX fuel receipts and allocate bulk fuel usage for division billing.

Work Orders & Maintenance Documentation

• Review completed preventive maintenance work orders and update asset maintenance history.
• Scan and file work orders within the appropriate equipment profiles.
• Verify maintenance documentation is stored correctly on company servers.
• Assist with managing repair backlogs by documenting reported equipment issues.

Fleet Operations Support

• Maintain vehicle issuance documentation and authorization records.
• Manage company tool inventory records and tracking documentation.
• Support fleet training and meeting coordination activities as needed.
• Assist with rental equipment tracking and reporting.

Claims & Reporting

• Assist with gathering information related to vehicle accident and damage claims.
• Compile documentation including repair estimates, rental information, and supporting records.
• Support preparation of monthly maintenance and repair cost reports.

Required

• Bi-Lingual
• High school diploma or equivalent required; Associate degree in Business Administration or related field preferred.
• 1-3 years of administrative, fleet, equipment, transportation, or construction support experience preferred.
• Strong attention to detail with the ability to maintain accurate records and documentation.
• Proficiency in Microsoft Office applications, especially Excel, Word, and Outlook.
• Experience working with fleet management, ERP, or asset tracking systems is preferred.
• Strong organizational, communication, and time management skills.
• Ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
• Ability to work effectively with fleet, shop, warehouse, transportation, and field operations personnel.
• Ability to maintain confidential information and follow company procedures.

Preferred 

• Spectrum
• CTAP
• Verizon Connect / Telogis
• LYTX
• WEX Fuel Management
• Fleet Asset Tracking Systems
• Microsoft Office Suite