Fleet Administrator

Job Summary

The Fleet Administrator plays a critical role in supporting fleet and maintenance operations by managing administrative workflows, financial processes, and system coordination. This position ensures accuracy, timeliness, and consistency across invoicing, vendor management, reporting, and operational procedures. The role enables leadership and Fleet Equipment Managers (FEMs) to focus on strategic priorities by improving efficiency, compliance, and process standardization

Principal Duties and Responsibilities

• Manage end-to-end invoice workflows, including resolving invoices not entered into MSR and tracking invoices aging beyond seven days

• Ensure timely and accurate invoice processing and payment coordination

• Enter invoices into Samsara and maintain proper expense coding

• Coordinate maintenance-related pre-approvals between Samsara and MSR

• Set up vendors, complete credit applications, and maintain vendor records

• Manage inventory levels and coordinate ordering of supplies for facilities and FEMs

• Maintain schedules, records, and qualification data within Samsara

• Monitor tracker communication to ensure asset visibility and performance

• Assist with asset transfer processes and documentation

• Generate and monitor operational reports including audits, tracker compliance, and special projects

• Support development, documentation, and enforcement of Standard Operating Procedures (SOPs)

• Identify process improvement opportunities to enhance efficiency and accuracy

• Provide administrative coordination across fleet, maintenance, and finance teams

• Participate in project work as required

• Perform other duties as assigned

Qualifications

• High School Diploma or equivalent (Associate or Bachelor’s degree preferred)

• 2+ years of transportation, fleet, or administrative operations experience preferred

• Experience with fleet management systems (e.g., Samsara, MSR) strongly preferred

• Proficiency in Microsoft Office, especially Excel

• Strong organizational skills and attention to detail

• Ability to manage multiple priorities in a fast-paced environment

• Strong communication and problem-solving skills

• Basic understanding of supply chain and logistics operations