Fleet Administrative Assistant

OVERVIEW:

The Administrative Assistant provides administrative support fleet vehicles and Encore Employees.

Compensation for this role: $22.00/hr to $26.00/hr depending on experience.

General Responsibilities

• Maintain open communication lines with all working relationships
• Follow up to ensure items for which the job is accountable are performed
• Earn and maintain customer’s trust
• Uphold the core values of the organization
• Work well with others to accomplish the mission of the organization and of the job

Specific Responsibilities

Company Vehicle Fleet Management

• Assist with the oversight of the company fleet of autos, vans, pickups, and larger trucks
• Ensure new vehicles are properly prepped for use
• Coordinate the move and transfer of vehicles across the areas of work including out of state
• Coordinate with vendors relating but not limited to:

• Labelling
• Licensing/Registration
• Motive camera installs
• Insurance
• Washing/Cleaning
• Mechanical Repairs
• Body Shop Repairs
• Dealerships
• Coordinate with drivers to ensure proper maintenance and care of vehicles.
• Provide accurate registrations and insurance to the drivers, as they are updated
• Enforce fleet procedures and uphold best practices
• Setting up new drivers and aiding HR to run MVR’s on new drivers

Auditing

• Conduct monthly reviews of leasing and fuel invoices and report anomalies
• Ensure Motive system is up to date
• • Update drivers and navigate vehicle footage to route to the appropriate driver and manager when relevant.
• Ensure WEX fuel system software is up to date
• Ensure Enterprise Fleet Management system is up to date with relevant information

Reporting

• Ensure monthly reports are ready to be sent over to each DBU regarding which vehicles are assigned to them and properly update records when needed
• Work closely with HR when needing to update location on vehicles

Other duties as may be assigned

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

• Enterprise Fleet Management Software
• WEX Fuel Card Software
• Motive Camera Software
• Algebra and geometry
• Financial math

Skill in:

• Acting as a self-starter
• Working with little supervision
• Spatial orientation
• Customer management
• Listening
• Speaking intelligently
• Adapting to new and changing requirements, environments, and/or information
• Managing people and processes
• Using communication software
• Effective written and oral communication sufficient to be able to elicit and communicate information and achieve understanding
• Establishing and maintaining effective working relationships with customers, vendors, consultants, management, and employees
• Operating a computer
• Operate Microsoft office products
• Organizing work to accomplish tasks
• Reading and writing
• Prioritizing and reprioritizing to meet job needs
• Identifying and managing risk
• Problem solving
• Tracking numbers and bits of data relevant to the work assignment

Ability to:

• Retain and access critical information from memory
• Think on your feet
• Understand when to speak and when not to speak
• Be personally detached from ideas (no ego)
• See things from multiple perspectives

PHYSICAL REQUIREMENTS:

• Driving
• Sitting
• Climbing
• Lifting (up to 50 lbs)
• Standing
• Stooping
• Vision acuity (near and far)
• Walking

REQUIREMENTS:

A High School Diploma is required with an acceptable driving record being preferred. Basic computer skills and knowledge in Microsoft products such as Word, Xcel, PowerPoint and CoPilot is preferred

Benefits of this role:

• Encore Electric provides excellent benefits for our employees, including: medical, dental, and vision plans, disability, and life insurance, employee-matched 401(k), paid time off (PTO), an employee assistance program that includes counseling, legal, and financial advice.
• Encore also provides a generous employee referral program, and access to technical, safety, personal finance, and leadership training through Encore University, Encore’s in house training program.

Applications will close for this position on: July 1, 2026 or when role has been successfully filled.

For questions regarding this role, please contact: recruiting@encoreelectric.com

To request an accommodation during the application process, please contact HR@EncoreElectric.com.

Encore Electric, Inc. is an EOE, including disability/vets.