Fleet Administration Specialist

Superior Propane•Northbridge, MA

About The Position

This is a newly created position responsible for maintaining accurate vehicle master records, supporting new vehicle onboarding, administering fleet data in various systems, managing fuel cards, preparing fleet reports, and supporting vendor administration. The role also involves documenting administrative processes and contributing to the development of Standard Operating Procedures (SOPs).

Requirements

High school completion required.
Minimum three (3) 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

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 accurate and complete vehicle master records in fleet management systems, including unit number, VIN, location, ownership, status, asset type, license information, fuel card information, and related documentation.
Support new vehicle onboarding by coordinating required documentation, system setup, licensing readiness, fuel card administration, telematics coordination, and in-service administration.
Administer fleet data in systems such as Holman, Samsara, fuel card platforms, licensing portals, and other fleet-related applications.
Administer 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, exception reports, and other operational reporting.
Support vendor administration activities 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.