Fleet Administrator

Position Overview

We are seeking a highly organized and detail-oriented Fleet Administrator to support our fleet operations. This role will be responsible for maintaining accurate fleet records, managing compliance and reporting, and ensuring operational efficiency across all vehicles and drivers. The ideal candidate will be proficient in Microsoft Excel (advanced functions, pivot tables, VLOOKUP, dashboards) and comfortable working with large datasets to drive informed decision-making.

Key Responsibilities

• Maintain and update fleet records, including vehicle registrations, maintenance schedules, fuel usage, and insurance.

• Track fleet expenses (fuel, maintenance, tolls, fines, etc.) and produce weekly/monthly cost reports.

• Develop and manage Excel-based dashboards and reports for KPIs such as utilization, downtime, mileage, and fuel efficiency.

• Monitor compliance with DOT, OSHA, and company safety standards; assist with audits and inspections.

• Coordinate preventative maintenance schedules and ensure timely service to minimize downtime.

• Assist in procurement of vehicles, equipment, and vendor services.

• Support driver onboarding, training documentation, and compliance record-keeping.

• Collaborate with the Fleet Manager and Operations teams to improve processes and reduce costs.

• Generate forecasts, “what-if” scenarios, and trend analyses in Excel to support management decisions.

• Advanced Excel skills Required

• Strong organizational skills with attention to accuracy and detail.

• Excellent communication skills, both written and verbal.

• Ability to handle sensitive information and maintain confidentiality.

• Must pass a drug test.

Key Competencies

• Analytical thinker with strong problem-solving skills.

• High proficiency in data reporting, trend analysis, and KPI monitoring.

• Ability to work independently and as part of a team.

• Strong time-management and multitasking abilities.

Why Join Us

• Opportunity to play a critical role in a growing fleet operation.

• Work in a collaborative environment focused on efficiency, compliance, and innovation.

• Competitive salary and benefits package.