Fleet and Facility Assistant

Job Title: Fleet and Facility Assistant

Location: Draper, UT
Schedule: Full-Time, Monday – Friday (with occasional out-of-state oversight and light travel)
Reports To: Senior Fleet and Facility Director
Department Collaboration: Fleet & Facilities / Accounting (AP Department & CFO)

Position Overview

We are seeking a highly detail-oriented and organized Fleet and Inventory Assistant to join our team in Draper, Utah. This position plays a key role in managing the company’s fleet, equipment inventory, and procurement processes. The ideal candidate has a strong understanding of data management, excellent computer and communication skills, and thrives in a fast-paced, collaborative environment.

The Fleet and Inventory Assistant will work closely with the Senior Fleet and Facility Director, supporting daily operations, purchasing initiatives, compliance documentation, and strategic planning. This position will also assist the Accounting Department by supporting accounts payable functions, maintaining purchasing accuracy, and ensuring process integrity across departments.

Key Responsibilities

Fleet & Inventory Management

• Maintain and update the Master Equipment List for all facilities (local and out-of-state) including rolling stock, fleet equipment, and company vehicles.
• Track and manage all vehicle and equipment licensing, registration, and renewal processes to ensure compliance with state and federal requirements.
• Support fleet tracking, asset lifecycle management, and scheduled maintenance coordination.

Procurement & Vendor Relations

• Oversee and improve the Purchase Order (PO) process, ensuring accuracy, efficiency, and compliance with company policies.
• Conduct detailed reviews of companywide purchasing activity and prepare documentation for approval by leadership.
• Assist in negotiating vendor agreements and maintaining strong supplier relationships to secure competitive pricing and service quality.
• Collaborate with multiple departments to ensure consistent procurement standards and process enhancements.

Financial & Administrative Support

• Partner with the Accounting Department to support invoice processing, data entry, and reconciliation.
• Assist in budgeting and strategic equipment planning alongside senior leadership.
• Compile detailed reports for management review, financial tracking, and operational forecasting.

Project & Strategic Support

• Assist the Fleet Director and Senior Leadership with special projects related to equipment, facility improvements, and process optimization.
• Provide analytical and administrative support for long-term fleet strategies and capital investment planning.

Qualifications

Education & Experience:

• Bachelor’s degree in business administration, Supply Chain, Accounting, or related field preferred, or equivalent experience in procurement, fleet, or facilities management.
• Experience working with NetSuite or similar ERP systems is strongly preferred.
• Proficiency in Microsoft Excel and comfort using advanced functions and data analysis tools.
• Previous experience in inventory management, fleet administration, or purchasing roles preferred.

Skills & Attributes:

• Highly detail-oriented with exceptional organizational skills.
• Excellent written and verbal communication skills.
• Strong problem-solving, analytical, and time management abilities.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Professional demeanor and a collaborative mindset with both operational and administrative teams.

Compensation & Benefits

• Competitive salary commensurate with experience.
• Full benefits package including health, dental, and vision insurance.
• Paid time off and company holidays.
• Long-term career growth opportunity within an expanding organization.