Administrative Assistant to Fleet

Acme Barricades • Jacksonville, FL

1d

About The Position

The Administrative Assistant to the Fleet provides direct support to the Fleet Manager and the Fleet Department, working to help achieve departmental objectives such as improving corporate preventative maintenance compliance, FMCSA rating and overall improvements and record keeping on company assets.

Essential Job Functions:
Includes, but is not limited to, the job specifications contained herein. Additional duties or job functions may be required as deemed necessary by management personnel as needed to contribute to the team effort by accomplishing related results.
Performs administrative tasks to support the Fleet Manager to achieve the Corporate Fleet Program goals and objectives.
Provides reminders to department employees weekly regarding online employee training.
Daily data entry into fleet department software program of repair orders & parts tickets from technicians.
Manages the Fleet PO Log daily, codes & reconciles all invoices for parts, outsource vendors & rentals.
Distributes and monitor vehicle recalls to ensure corporate assets are staying in compliance.
Provides technical support to the branches such as troubleshooting, service calls, login management etc. on Fleet Software platforms.
Promotes and reinforces positive safety culture through frequent and constructive interactions with employees at all levels.
Generates excel-based performance reports using data from multiple sources, confirming accuracy, resolving discrepancies, and mine trends using graphs, charts, etc.
Provides Logistics support for the department (i.e. meetings, training, travel arrangements and events).
Manages accounts such as Sunpass, Prepass and fuel card program.
Manages tag renewals, replacements and titling of new assets.
Manages Driver’s Alert GPS Platform-ordering, distributing, troubleshooting of GPS Devices.
Oversees maintenance of truck supplies – decals, fire extinguishers, triangles, Lytx camera/equipment
IFTA: Manages licenses, decals, and submits quarterly returns.
IRP: Applies for and manages IRP tags.

Requirements

• Strong communication and problem-solving skills.
• Ability to develop & maintain positive relationships with internal management & external vendors.
• Ability to meet multiple deadlines, multi-task and prioritize in a fast-paced environment.
• Highly organized and extreme attention to detail.
• Strong computer and data entry skills, experience with Excel & Microsoft Office.
• Customer Service Attitude.
• Ability to work well both independently and in a team environment.
• Occasionally lift up to ten lbs.
• Ability to work in a climate-controlled office environment.
• Vision adequate (including corrected vision) to perform essential job functions.
• Hearing (including corrected hearing) adequate to understand verbal information and maintain conversations for an hour or more over a telephone in order to perform essential job functions.
• Ability to read and write in English in order to process paperwork and communicate with clients and internal customers.
• Must be able to sit or stand for extended periods of time.
• Must have manual dexterity required for repetitive motions that may include the wrists, hands and/or fingers. Extended use of a computer, keypad or phone.

Nice To Haves

• Associates degree preferred.
• 2-4 years relevant work experience
• Knowledge of commercial motor vehicle requirements
• Familiarity with vehicle titling and licensing

Responsibilities

• Performs administrative tasks to support the Fleet Manager to achieve the Corporate Fleet Program goals and objectives.
• Provides reminders to department employees weekly regarding online employee training.
• Daily data entry into fleet department software program of repair orders & parts tickets from technicians.
• Manages the Fleet PO Log daily, codes & reconciles all invoices for parts, outsource vendors & rentals.
• Distributes and monitor vehicle recalls to ensure corporate assets are staying in compliance.
• Provides technical support to the branches such as troubleshooting, service calls, login management etc. on Fleet Software platforms.
• Promotes and reinforces positive safety culture through frequent and constructive interactions with employees at all levels.
• Generates excel-based performance reports using data from multiple sources, confirming accuracy, resolving discrepancies, and mine trends using graphs, charts, etc.
• Provides Logistics support for the department (i.e. meetings, training, travel arrangements and events).
• Manages accounts such as Sunpass, Prepass and fuel card program.
• Manages tag renewals, replacements and titling of new assets.
• Manages Driver’s Alert GPS Platform-ordering, distributing, troubleshooting of GPS Devices.
• Oversees maintenance of truck supplies – decals, fire extinguishers, triangles, Lytx camera/equipment
• IFTA: Manages licenses, decals, and submits quarterly returns.
• IRP: Applies for and manages IRP tags.

Benefits

• Competitive pay and growth
• Full comprehensive benefits package including medical, dental, and vision insurance.
• Vacation and PTO (paid time off)
• 401(k) plan + Company match
• Performance bonus
• Overtime
• Paid holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 11-50 employees