Fleet Administrative Coordinator

Join a leading organization at the forefront of providing essential services that profoundly impact the daily lives of countless individuals. We are seeking a highly organized and proactive professional to become the administrative backbone of our critical fleet operations. As a vital member of our team, you will ensure the seamless compliance and logistical coordination of our extensive vehicle fleet, directly contributing to the efficiency and reliability of the essential services we provide. This role offers an incredible opportunity to make a significant impact by maintaining the operational readiness of our vehicles, supporting critical infrastructure, and collaborating with diverse stakeholders through our partnership with Aquent.

About the Opportunity

Are you a detail-oriented operational professional with hands-on experience in vehicle documentation, fleet compliance, and vendor coordination? We are thrilled to find an energetic, proactive individual ready to take charge of our full-lifecycle fleet documentation, vehicle deliveries, and compliance operations. This isn't just an administrative role; you will be instrumental in ensuring our vehicles are always ready to support our vital mission. Your meticulous record-keeping and smooth logistical facilitation will directly underpin the reliability of our services and the safety of our communities. Get ready to play a pivotal role in keeping our essential operations moving!

What You'll Do

• Process vehicle registrations, titles, permits, and licensing, including travel to municipal and government offices as required to maintain full fleet compliance.
• Coordinate vehicle deliveries, drop-offs, and pick-ups between vendors, internal teams, and off-site facilities, ensuring seamless transitions.
• Log and track all maintenance records, vehicle status updates, and operational data meticulously within fleet management software and Microsoft Excel.
• Serve as the primary point of contact for external mechanics, dealerships, and internal customer support teams, fostering strong working relationships.
• Provide essential administrative support for financial audits, vendor billing reconciliation, and scheduled preventative maintenance logs, ensuring accuracy and efficiency.

Must-Have Qualifications

• High school diploma required; Associate degree preferred.
• Strong proficiency in Microsoft Excel for data management, tracking, and reporting, alongside a solid command of the Microsoft Office Suite.
• Direct experience utilizing FleetWave or similar fleet management databases.
• Proven experience handling high-volume vehicle registrations, titles, permits, and licensing.
• Strong working knowledge of local government procedures, forms, and compliance requirements related to vehicle fleets.
• Exceptional organizational skills and meticulous attention to detail, with the ability to manage high-volume paperwork accurately under tight deadlines.

Nice-to-Have Qualifications

• Prior administrative experience in an automotive dealership, commercial rental company, or transport/logistics hub.
• Direct experience coordinating off-site garage facilities and vendor agreements.