Fleet Administrative Assistant
Ontario, CA
- Heavy data entry
- Assist and enter payroll for the fleet department
- Assist in the management and maintenance of the company's fleet assets
- Creating weekly reports, organizing, managing, and updating files and linking them to live spreadsheets
- Maintain and manage vehicle DOT files, to include vehicle titles, registrations, tax renewals (e.g., IFTA or IRP) and process invoices and inspections
- Manage insurance for company vehicles, renewals and cancellations of insurance
- Track vehicle/equipment mileage and operating hours
- Manage daily Driver Vehicle Inspection Reports (DVIR) and ensure 90-day B.I.T inspections are completed to maintain safety standards.
- Analyze various documents and update reports with new data
- Organize and digitize maintenance logs and inspections reports to ensure the company is always audit ready for the Department of Transportation (DOT) and internal staff
- Excellent communication skills, and must be able to collaborate with the fleet manager and maintenance technicians
- Maintain records for off-road equipment and report findings to the California Air Resources Board (CARB) along with maintaining vehicle telematics system
- Proactively schedule preventative maintenance services (oil change, tire rotations, brake checks) based on mileage or manufacturer recommendations rather than waiting for breakdown
- Coordinate with mechanics to ensure the orders are at a level of priority and with urgency
- Ability to resolve parking fines, toll violations, or other traffic citations issued to fleet vehicles
- Requesting quotes by contacting vendors and sending quotes to purchase tools and supplies
- Create a requisition for an approved purchase order to issue vendor through proprietary software issuing PO to vendor
- Excellent customer service skills; will be communicating via phone and emails to vendor
- Printing, photocopying, and laminating
- Basic accounting knowledge for record keeping and assisting the accounting department
- High School Education or equivalent
- Ideally 3 years of experience working as an admin in a fleet department
- Data entry capabilities with speed and accuracy
- Scheduling and follow up experience
- Ability to arrange orders and track deliveries
- Ability to understand record keeping and invoices to assist accounting
- Ability to multi-task in a fast-paced environment
- Adapt to constantly changing work demands
- Attention to detail, driven/results oriented, and organized
- Excellent communicator – phone, email, text
- Ability to prioritize and plan work activities and use time efficiently
- Proficient in Microsoft applications including Word, Excel, and Outlook
- Ability to learn new technology
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This position reports to the Fleet Supervisor and Regional Fleet Manager. </div><div fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;"> </div><div fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;"><strong fr-original-style="" style="box-sizing: border-box; font-weight: bold; font-family: inherit; font-size: inherit;">Duties and Responsibilities</strong></div><ul fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; margin-top: 0px; margin-bottom: 10px;"><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Heavy data entry</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Assist and enter payroll for the fleet department</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Assist in the management and maintenance of the company's fleet assets</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Creating weekly reports, organizing, managing, and updating files and linking them to live spreadsheets</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Maintain and manage vehicle DOT files, to include vehicle titles, registrations, tax renewals (e.g., IFTA or IRP) and process invoices and inspections</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Manage insurance for company vehicles, renewals and cancellations of insurance</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Track vehicle/equipment mileage and operating hours</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Manage daily Driver Vehicle Inspection Reports (DVIR) and ensure 90-day B.I.T inspections are completed to maintain safety standards.</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Analyze various documents and update reports with new data</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Organize and digitize maintenance logs and inspections reports to ensure the company is always audit ready for the Department of Transportation (DOT) and internal staff</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Excellent communication skills, and must be able to collaborate with the fleet manager and maintenance technicians</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Maintain records for off-road equipment and report findings to the California Air Resources Board (CARB) along with maintaining vehicle telematics system</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Proactively schedule preventative maintenance services (oil change, tire rotations, brake checks) based on mileage or manufacturer recommendations rather than waiting for breakdown</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Coordinate with mechanics to ensure the orders are at a level of priority and with urgency</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Ability to resolve parking fines, toll violations, or other traffic citations issued to fleet vehicles</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Requesting quotes by contacting vendors and sending quotes to purchase tools and supplies</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Create a requisition for an approved purchase order to issue vendor through proprietary software issuing PO to vendor</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Excellent customer service skills; will be communicating via phone and emails to vendor</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Printing, photocopying, and laminating</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Basic accounting knowledge for record keeping and assisting the accounting department</li></ul><div fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;"> </div><div fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;"><strong fr-original-style="" style="box-sizing: border-box; font-weight: bold; font-family: inherit; font-size: inherit;">Qualifications</strong></div><ul fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit; margin-top: 0px; margin-bottom: 10px;"><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">High School Education or equivalent</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Ideally 3 years of experience working as an admin in a fleet department </li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Data entry capabilities with speed and accuracy</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Scheduling and follow up experience</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Ability to arrange orders and track deliveries</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Ability to understand record keeping and invoices to assist accounting</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Ability to multi-task in a fast-paced environment</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Adapt to constantly changing work demands</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Attention to detail, driven/results oriented, and organized</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Excellent communicator – phone, email, text</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Ability to prioritize and plan work activities and use time efficiently</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Proficient in Microsoft applications including Word, Excel, and Outlook</li><li fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Ability to learn new technology</li></ul><div fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;"> </div><div fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;"> </div><div fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Upon a conditional job offer, a drug test and background check will be required.</div><div fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;"><br fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;"></div><div fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">Compensation based on experience.</div><div fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">$24-$28.85/hr</div><div fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;"> </div><div fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;"> </div><div fr-original-style="" style="box-sizing: border-box; font-family: inherit; font-size: inherit;">(Fleet, track, DVIR, Administrator, DOT, Excel, Schedule, data entry, accounting)</div>”,”employmentType”:”FULL_TIME”,”hiringOrganization”:{“@type”:”Organization”,”name”:”347 Group”},”jobLocation”:{“@type”:”Place”,”address”:{“@type”:”PostalAddress”,”streetAddress”:null,”addressLocality”:”Ontario”,”addressRegion”:”CA”,”postalCode”:null,”addressCountry”:null}},”title”:”Fleet Administrative Assistant”,”url”:”https://347group.com/jobs/?cjobid=MS97596978&rpid=1662523&postid=NpIwg1QX7lo”,”identifier”:{“@type”:”PropertyValue”,”name”:”347 Group”,”value”:null}}