Administrative Assistant, Internal Fleet Maintenance

Circle K • Houston, TX

2d • Onsite

About The Position

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.

Requirements

• High school diploma required
• 3–5+ years of experience in administrative, operations coordination, fleet, logistics, or maintenance environments
• Experience supporting multi-location or field-based operations strongly preferred
• Prior experience managing vendors or external partners preferred
• Public notary or willingness to obtain notary status
• Strong ownership mindset
• High attention to detail with the ability to manage large volumes of data accurately
• Ability to manage multiple priorities and deadlines in a fast-paced operational environment
• Strong follow-up discipline
• Comfortable pushing vendors and internal teams to meet expectations
• Data and systems proficiency
• Intermediate to advanced Microsoft Excel required
• Experience working in fleet, ERP, or asset management systems preferred
• Clear and professional communication skills across all levels of the organization
• Ability to identify issues, solve problems, and escalate when needed
• Comfort working independently with limited direction

Nice To Haves

• associate or bachelor’s degree preferred

Responsibilities

• Own the accuracy and completeness of fleet asset records across all systems
• Maintain real-time updates on vehicle status, location, registration, and lifecycle stage
• Manage the full lifecycle of fleet assets: Coordinate onboarding of new vehicles and equipment, Execute transfers between locations, Track and complete decommissioning and disposal activities
• Monitor fleet system data to identify gaps, inconsistencies, or missing updates
• Proactively follow up with field teams to resolve discrepancies
• Maintain tracking and accountability for fleet technology assets (cameras, tablets, fuel cards, etc.)
• Ensure all required documentation (titles, registrations, compliance records) is current and accessible
• Serve as the primary point of contact for vendors, dealerships, and service providers
• Own scheduling and follow-up for vehicle maintenance, repairs, rentals, and equipment installations
• Track open work orders and actively drive them to completion
• Follow up with vendors and internal teams until issues are resolved
• Escalate delays, service issues, or vendor performance concerns when needed
• Coordinate warranty claims from initiation through resolution, ensuring proper documentation
• Maintain clear records of vendor interactions, timelines, and outcomes
• Own preparation and distribution of recurring fleet reports for leadership (Maintenance status, asset utilization, downtime, and open issues)
• Track key operational activities and ensure deadlines are met across fleet initiatives
• Identify trends or recurring issues in fleet data and flag concerns to leadership
• Support execution of fleet campaigns and initiatives by tracking progress and ensuring completion across locations
• Coordinate communication across field operations, maintenance teams, and leadership to ensure alignment
• Manage inventory levels of fleet-related equipment across multiple locations
• Initiate and track orders to ensure timely availability of parts and equipment
• Coordinate shipment and distribution of materials to field locations
• Maintain inventory accuracy and resolve discrepancies through follow-up with sites
• Track fleet-related expenses including repairs, maintenance, and vendor invoices
• Own purchase order creation and invoice processing for fleet-related spend
• Ensure all expenses are properly documented, coded, and submitted on time
• Maintain compliance-related documentation and ensure adherence to company standards
• Support audits by ensuring records are complete, accurate, and accessible

Benefits

• 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 Company’s Human Resources Representative if you need assistance completing any forms or to otherwise participate in the application process.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED