We have an immediate opportunity for a Fleet Administrative Assistant in the Ontario, CA area. The ideal candidate must be detailed, organized, and can multi-task. This position reports to the Fleet Supervisor and Regional Fleet Manager.
Duties and Responsibilities
- 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
Qualifications
- 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
We offer a generous benefits package including company-paid medical insurance, paid holidays, 401k and paid time off (PTO)
Upon a conditional job offer, a drug test and background check will be required.
Compensation based on experience.
(Fleet, track, DVIR, Administrator, DOT, Excel, Schedule, data entry, accounting)
About us:
347 Group, Inc. provides staffing resources to a variety of industries. We have an experienced team of staffing professionals and provide a wide range of services to our clients. Visit our website www.347group.com.