Fleet Administrator

Key Responsibilities

• Maintain and analyze data on maintenance costs, fuel usage, utilization and downtime using fleet management software and telematics systems.
• Prepare lifecycle cost analyses and total cost of ownership models to inform repair vs. replacement decisions.
• Develop and automate dashboards and reports in Excel and Power BI, using pivot tables, to highlight fleet performance trends, high-cost units and under-utilized assets. Present findings and recommendations to operations and finance leadership.
• Forecast equipment needs with team and reallocate equipment to maximize utilization across job sites.
• Coordinate equipment moves between job sites; assist physically with moving and staging heavy equipment when needed and supervise drivers/vendors.
• Develop and manage preventive maintenance schedules; track repairs, warranty claims and parts inventory.
• Establish data-driven replacement schedules based on lifecycle analysis, utilization rates and repair costs.
• Collaborate on capital budgets, cost estimates and ROI analyses for equipment acquisitions or disposals.
• Ensure compliance with DOT, OSHA, MSHA and utility-industry regulations; maintain accurate records for inspections, licensing, insurance and fuel card programs.
• Manage relationships with equipment vendors, maintenance providers and transportation contractors; administer fuel card program and track fuel usage.

Qualifications

• Bachelor’s degree in business administration, logistics, finance or related field.
• 3–5 years of experience in fleet management, heavy-equipment operations or logistics; utility or public works experience preferred.
• Advanced experience using Fleetio and Samsara
• Advanced proficiency with Microsoft Excel (including pivot tables) and Power BI for data modeling, dashboard development and reporting.
• Experience with fleet management software, telematics and data analytics tools; familiarity with SQL or similar query lan.
• Strong analytical and reporting skills; ability to turn complex data into actionable insights for decision-makers.
• Knowledge of vehicle and heavy-equipment maintenance and relevant safety regulations.
• Effective communicator with strong organizational and problem-solving abilities.
• Ability and willingness to operate or move heavy equipment safely; commercial driver’s license (or ability to obtain one) required.
• Availability for occasional emergency response and storm restoration deployments.