The Fleet Service and HSSE Administrative Assistant plays a central role in keeping fleet operations running efficiently across multiple locations. This is not a traditional administrative role - it blends administrative execution with operational ownership requiring strong coordination across field teams vendors and leadership.This role is responsible for maintaining accurate fleet data driving follow-through on maintenance and asset activities managing vendor interactions and ensuring fleet-related processes are completed on time. The Administrative Assistant acts as the connective point between internal teams and external partners ensuring nothing falls through the cracks.Success in this role requires strong organization persistence and the ability to manage multiple workstreams at once while maintaining accuracy and accountability.Key ResponsibilitiesFleet Operations & Asset ManagementOwn the accuracy and completeness of fleet asset records across all systemsMaintain real-time updates on vehicle status location registration and lifecycle stageManage the full lifecycle of fleet assetsCoordinate onboarding of new vehicles and equipmentExecute transfers between locationsTrack and complete decommissioning and disposal activitiesMonitor fleet system data to identify gaps inconsistencies or missing updatesProactively follow up with field teams to resolve discrepanciesMaintain tracking and accountability for fleet technology assets cameras tablets fuel cards etc.Ensure all required documentation titles registrations compliance records is current and accessibleVendor & Maintenance CoordinationServe as the primary point of contact for vendors dealerships and service providersOwn scheduling and follow-up for vehicle maintenance repairs rentals and equipment installationsTrack open work orders and actively drive them to completionFollow up with vendors and internal teams until issues are resolvedEscalate delays service issues or vendor performance concerns when neededCoordinate warranty claims from initiation through resolution ensuring proper documentationMaintain clear records of vendor interactions timelines and outcomesOperational Coordination & ReportingOwn preparation and distribution of recurring fleet reports for leadershipMaintenance status asset utilization downtime and open issuesTrack key operational activities and ensure deadlines are met across fleet initiativesIdentify trends or recurring issues in fleet data and flag concerns to leadershipSupport execution of fleet campaigns and initiatives by tracking progress and ensuring completion across locationsCoordinate communication across field operations maintenance teams and leadership to ensure alignmentInventory & Equipment LogisticsManage inventory levels of fleet-related equipment across multiple locationsInitiate and track orders to ensure timely availability of parts and equipmentCoordinate shipment and distribution of materials to field locationsMaintain inventory accuracy and resolve discrepancies through follow-up with sitesFinancial & Compliance AdministrationTrack fleet-related expenses including repairs maintenance and vendor invoicesOwn purchase order creation and invoice processing for fleet-related spendEnsure all expenses are properly documented coded and submitted on timeMaintain compliance-related documentation and ensure adherence to company standardsSupport audits by ensuring records are complete accurate and accessibleRequired QualificationsHigh school diploma required associate or bachelors degree preferred3-5 years of experience in administrative operations coordination fleet logistics or maintenance environmentsExperience supporting multi-location or field-based operations strongly preferredPrior experience managing vendors or external partners preferredPublic notary or willingness to obtain notary statusCritical Skills for SuccessStrong ownership mindsetTakes responsibility for closing loops not just passing along tasksHigh attention to detail with the ability to manage large volumes of data accuratelyAbility to manage multiple priorities and deadlines in a fast-paced operational environmentStrong follow-up disciplineComfortable pushing vendors and internal teams to meet expectationsData and systems proficiencyIntermediate to advanced Microsoft Excel requiredExperience working in fleet ERP or asset management systems preferredClear and professional communication skills across all levels of the organizationAbility to identify issues solve problems and escalate when neededComfort working independently with limited directionWork EnvironmentPrimarily office-based role with frequent interaction across field operations maintenance facilities and vendorsHigh-volume fast-paced environment with competing priorities and frequent follow-up requiredQuarterly travel may be required for site visits training or operational support Circle K is an Equal Opportunity Employer.The Company complies with the Americans with Disabilities Act the ADA and all state and local disability laws. Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the ADA and certain state or local laws as long as it does not impose an undue hardship on the Company. Please inform the Companys Human Resources Representative if you need assistance completing any forms or to otherwise participate in the application process.Click below to review information about our companys use of the federal E-Verify program to check work eligibilityIn EnglishIn Spanish