Fleet Administrative Assistant

We have an immediate opportunity for a Fleet Administrative Assistant in the Ontario, CA area. The ideal candidate must be detailed, organized, and can multi-task. This position reports to the Fleet Supervisor and Regional Fleet Manager.

Duties and Responsibilities

• Heavy data entry
• Assist and enter payroll for the fleet department
• Assist in the management and maintenance of the company's fleet assets
• Creating weekly reports, organizing, managing, and updating files and linking them to live spreadsheets
• Maintain and manage vehicle DOT files, to include vehicle titles, registrations, tax renewals (e.g., IFTA or IRP) and process invoices and inspections
• Manage insurance for company vehicles, renewals and cancellations of insurance
• Track vehicle/equipment mileage and operating hours
• Manage daily Driver Vehicle Inspection Reports (DVIR) and ensure 90-day B.I.T inspections are completed to maintain safety standards.
• Analyze various documents and update reports with new data
• Organize and digitize maintenance logs and inspections reports to ensure the company is always audit ready for the Department of Transportation (DOT) and internal staff
• Excellent communication skills, and must be able to collaborate with the fleet manager and maintenance technicians
• Maintain records for off-road equipment and report findings to the California Air Resources Board (CARB) along with maintaining vehicle telematics system
• Proactively schedule preventative maintenance services (oil change, tire rotations, brake checks) based on mileage or manufacturer recommendations rather than waiting for breakdown
• Coordinate with mechanics to ensure the orders are at a level of priority and with urgency
• Ability to resolve parking fines, toll violations, or other traffic citations issued to fleet vehicles
• Requesting quotes by contacting vendors and sending quotes to purchase tools and supplies
• Create a requisition for an approved purchase order to issue vendor through proprietary software issuing PO to vendor
• Excellent customer service skills; will be communicating via phone and emails to vendor
• Printing, photocopying, and laminating
• Basic accounting knowledge for record keeping and assisting the accounting department

Qualifications

• High School Education or equivalent
• Ideally 3 years of experience working as an admin in a fleet department
• Data entry capabilities with speed and accuracy
• Scheduling and follow up experience
• Ability to arrange orders and track deliveries
• Ability to understand record keeping and invoices to assist accounting
• Ability to multi-task in a fast-paced environment
• Adapt to constantly changing work demands
• Attention to detail, driven/results oriented, and organized
• Excellent communicator – phone, email, text
• Ability to prioritize and plan work activities and use time efficiently
• Proficient in Microsoft applications including Word, Excel, and Outlook
• Ability to learn new technology

We offer a generous benefits package including company-paid medical insurance, paid holidays, 401k and paid time off (PTO)

Upon a conditional job offer, a drug test and background check will be required.

Compensation based on experience.

(Fleet, track, DVIR, Administrator, DOT, Excel, Schedule, data entry, accounting)