Fleet Administrative Coordinator

Job Title: Fleet Administrative Coordinator

Job Description

The Fleet Administrative Coordinator provides comprehensive administrative support to the Fleet Department, ensuring that vehicle, driver, and cost records are accurately maintained and organised. This role focuses on data management, reporting, record keeping, and general office coordination to keep fleet operations running smoothly. It is well suited to someone who enjoys working with data, has strong attention to detail, and can work independently while supporting a busy, fast-paced environment.

Responsibilities

• Maintain and update fleet records, including vehicle details, driver information, registrations, rentals, and associated costs.
• Enter, review, and verify data for accuracy across spreadsheets and fleet management systems.
• Reconcile existing reports and spreadsheets to ensure all fleet information remains current and correct.
• Track vehicle registrations, compliance documents, renewals, and other fleet-related records, ensuring deadlines are met.
• Assist with rental vehicle tracking and follow up on outstanding fleet items to ensure timely resolution.
• Communicate with internal departments, field teams, and external vendors to obtain information and resolve outstanding issues.
• Organise electronic records and maintain documentation to support efficient fleet operations.
• Support the Fleet Department with a variety of administrative projects and special assignments as required.
• Follow up with colleagues and stakeholders to gather missing information and close information gaps.
• Prioritise tasks effectively and manage workload in a fast-paced environment.

Essential Skills

• Previous experience in administrative support, data entry, or office coordination.
• Basic to intermediate proficiency in Microsoft Excel.
• Proven experience entering data and maintaining accurate records.
• Strong organisational and time-management abilities.
• Excellent attention to detail and a high level of accuracy.
• Ability to work independently with minimal supervision.
• Professional verbal and written communication skills.
• Proficiency with Microsoft Office, including Outlook.
• Ability to learn new systems quickly.
• Self-motivated and dependable approach to work.
• Comfortable following up with others to gather missing information.
• Ability to prioritise tasks and remain organised in a fast-paced environment.

Additional Skills & Qualifications

• Experience supporting fleet, transportation, logistics, operations, or vehicle-related departments.
• Familiarity with basic Excel formulas, such as VLOOKUP or XLOOKUP.
• Exposure to fleet management systems, transportation software, or vendor portals.
• Experience in administrative support, office administration, logistics and transportation, fleet operations, accounting or accounts payable, rental car operations, automotive dealership administration, operations coordination, or data entry and records management.

Why Work Here?

This opportunity offers the chance to play a key role in supporting an essential operational function within a dynamic, fast-paced environment. You will work in a setting that values accuracy, reliability, and proactive problem-solving, with scope to learn new systems and broaden your experience in fleet and operations administration. The role provides consistent weekday hours and the potential for extension based on departmental needs, supporting a stable and structured work-life balance.

Work Environment

This is a fully onsite position based in La Vergne, TN, working Monday to Friday from 8:00am to 4:30pm. The initial expectation is approximately 13 months, with the possibility of extension depending on departmental requirements. The role is office-based, using standard business software including Microsoft Office, Excel, Outlook, and fleet-related systems, within a professional and fast-paced environment.

This is a Contract position based out of La Vergne, TN.

The pay range for this position is $25.00 - $25.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in La Vergne,TN.

This position is anticipated to close on Oct 7, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.