Fleet Admin

Fleet Admin

The Fleet Admin supports daily fleet operations by serving as the primary point of contact for service-related inquiries, coordinating maintenance activity, and ensuring accurate tracking of vehicle status. This role assists the fleet manager and mechanics with parts procurement, manages incoming requests, and helps maintain smooth workflow across the fleet. The Fleet Admin plays a key role in keeping all units operational, compliant, and ready for service

KEY RESPONSIBILITIES

• Manage all incoming calls from the fleet phone queue, answering questions, documenting requests, and routing calls appropriately.
• Review current service logs to provide up-to-date vehicle status information and assist with basic inquiries.
• Defer complex or technical questions to the mechanic or fleet supervisor when appropriate.
• Order parts and supplies requested by mechanics, ensuring timely delivery and accurate tracking of all orders.
• Track unit allocation for routine service, including scheduling, coordinating movement, and managing service timelines.
• Place units out of service in the system when needed and assist in coordinating their return once maintenance is complete.
• Greet and assist customers, vendors, and delivery drivers to ensure smooth drop-offs, pick-ups, and communication.
• Maintain logs, spreadsheets, and fleet management systems to ensure accurate documentation of service activity and unit status.
• Support general fleet office operations and maintain an organized work environment.

QUALIFICATIONS

Experience

• Minimum one year of administrative experience required.

Education

• High school diploma or GED required

Competencies

• Strong organizational skills and excellent attention to detail.
• Effective communication skills, both verbal and written.
• Ability to multitask and manage competing priorities.
• Comfortable using spreadsheets, digital logs, and basic fleet management software (training provided).
• Ability to work collaboratively with mechanics, drivers, and leadership.

PHYSICAL DEMANDS & WORKING CONDITIONS

• Ability to move throughout the fleet garage as needed.
• Occasional lifting of parts, boxes, or supplies up to 50lbs.
• Ability to interact regularly with staff, vendors, and delivery personnel.