Fleet Administrative Assistant

Position Overview

We are seeking a highly organized Fleet Administrative to support our diesel commercial truck fleet. This position plays a key administrative role in maintaining fleet compliance, managing documentation, and supporting vehicle maintenance operations. The role also assists with parts ordering and inventory coordination to ensure smooth shop operations.

This is an excellent opportunity for someone with fleet, transportation, or maintenance administrative experience who enjoys working in a fastpaced, detaildriven environment.

Primary Responsibilities

Fleet Administration \& Compliance

• Manage and maintain complete documentation for company vehicles and trailers
• Track and process traffic tickets, citations, and related correspondence
• Maintain vehicle registrations, plates, permits, and renewal schedules
• IFTA reporting by tracking mileage, fuel, and vehicle activity
• IRP registrations, renewals, supplements, and audit preparation
• Ensure all fleet records are accurate, current, and auditready
• Assist with DOT, internal, and external compliance audits

Maintenance Administration

• Open, update, and close maintenance and repair work orders
• Maintain accurate vehicle maintenance histories and service records
• Enter labor, parts, and vendor service information into fleet systems
• Track preventive maintenance schedules, inspections, and warranties
• Prepare maintenance and compliance reports as needed
• Retain records according to DOT and company requirements

Parts Ordering \& Inventory Support

• Order parts for diesel commercial trucks, trailers, and shop equipment
• Receive and verify parts deliveries
• Issue parts to technicians and record usage by vehicle or work order
• Communicate with vendors regarding availability, pricing, and delivery

Coordination \& Support

• Serve as an administrative liaison between maintenance staff, drivers, vendors, and management
• Support breakdown and emergency repair
• Respond to internal requests for vehicle history, compliance records, and maintenance data

Minimum Requirements

Required:

• High school diploma or GED
• Strong organizational, documentation, and data entry skills
• Proficiency with computers (Preferred: D365\)
• Ability to manage multiple deadlines and detailed paperwork

Preferred:

• Experience with IFTA, IRP, registrations, titles, and DOT records
• Administrative experience in fleet, transportation, or maintenance environments
• Familiarity with diesel commercial truck maintenance