Fleet Administration Specialist

Superior Plus•Northbridge, MA

About The Position

The Fleet Administration Specialist maintains accurate vehicle records and supports the administrative processes involved in vehicle onboarding, fuel cards, fleet systems, reporting, vendors, and documentation. The role uses fleet management systems and related applications to keep vehicle information complete and up to date, coordinate new vehicles’ readiness for service, and produce recurring operational reports. It also supports vendor setup and invoice processing and helps document and improve administrative procedures.

Requirements

High school completion is required.
At least three years of related experience in fleet administration, transportation administration, asset administration, compliance administration, equipment administration, or a similar operational support role.
Experience working with fleet management systems, telematics systems, fuel card platforms, Microsoft Excel, Outlook, Word, and shared document repositories.
Working knowledge of vehicle records, licensing, registration, inspection documentation, fuel administration, vendor invoices, and fleet reporting processes.

Nice To Haves

A community college diploma or equivalent training in Business Administration, Transportation, Logistics, Fleet Management, Accounting, or a related field is preferred.
Experience with Holman, Samsara, WEX, Petro-Canada, or similar platforms is an asset.

Responsibilities

Maintain complete and accurate vehicle master records in fleet management systems, including unit number, VIN, location, ownership, status, asset type, license information, fuel card information, and related documentation.
Coordinate documentation, system setup, licensing readiness, fuel card administration, telematics coordination, and in-service administration for new vehicle onboarding.
Administer fleet data in systems such as Holman, Samsara, fuel card platforms, licensing portals, and other fleet-related applications.
Manage fuel card issuance, replacement, suspension, termination, and driver PIN processes.
Prepare, maintain, and distribute recurring fleet reports, including vehicle lists, fuel reports, mileage reports, sold vehicle lists, licensing status reports, and exception reports.
Support vendor administration, including vendor setup, documentation, invoice review, invoice coding, and payment support.
Document recurring administrative processes and support the development of fleet SOPs, checklists, templates, and process maps.