Customer Service and Data Entry Specialist

Fleet Data Entry & Back Office Processing Specialist

Job Description

The Fleet Data Entry & Back Office Processing Specialist is responsible for maintaining accurate fleet, rental, vehicle, billing, and administrative records for a car rental operation. This position focuses on back office support, data accuracy, document processing, fleet status updates, billing support, and internal reporting rather than front-counter customer service.

The ideal candidate is detail-oriented, organized, dependable, and comfortable working with rental agreements, vehicle records, spreadsheets, fleet management systems, and daily administrative workflows.

Review rental documents, inspection forms, customer files, insurance information, payment records, and vehicle condition reports for accuracy and completeness.

Update vehicle inventory records, including rented, available, returned, in maintenance, out of service, repossessed, pending sale, or transferred units.

Process back office paperwork related to rental contracts, fleet movements, vehicle exchanges, damage claims, tolls, citations, impounds, and late returns.

Scan, upload, label, file, and organize rental agreements, invoices, receipts, DMV documents, insurance documents, maintenance records, and vehicle inspection reports.

Assist with billing support, including rental charges, deposits, refunds, late fees, mileage charges, fuel charges, toll charges, damage charges, and payment reconciliation.

Prepare and update spreadsheets, logs, and reports for fleet utilization, open contracts, overdue rentals, vehicle availability, maintenance status, and revenue tracking.

Communicate with rental agents, fleet managers, accounting staff, maintenance vendors, and management to resolve missing, incomplete, or incorrect information.

Verify vehicle documentation, including registration, insurance, title records, smog records, inspection records, and service history.

Track and update vehicle movement between rental locations, repair shops, storage lots, auctions, dealerships, and customer assignments.

Support accounts receivable and collections by organizing customer balances, unpaid invoices, deposit records, and supporting documentation.

Maintain accurate digital and physical files in accordance with company procedures.

Protect confidential customer, financial, and company information at all times.

Perform general back office administrative duties as assigned.

Required Qualifications

High school diploma or equivalent required.

Previous experience in data entry, fleet administration, car rental operations, back office processing, clerical support, or office administration preferred.

Strong attention to detail and ability to enter information accurately.

Good computer skills, including Microsoft Excel, Word, Outlook, email, scanning, file management, and database entry.

Ability to work with spreadsheets, reports, rental software, fleet systems, and document management systems.

Strong organizational skills and ability to manage multiple administrative tasks.

Ability to review documents and identify missing, incorrect, or inconsistent information.

Good written and verbal communication skills.

Ability to work independently and meet daily processing deadlines.

Dependable, punctual, and able to handle repetitive work with accuracy.

Ability to maintain confidentiality of customer, payment, and company records.