Fleet Administrative Assistant
About The Position
Hoffman & Hoffman is seeking a highly organized, detail-oriented Fleet Administrator Assistant to support the daily administrative and compliance functions of a large and active fleet program. This position supports Fleet Management with responsibilities related to vehicle and driver records, telematics, accident and claims administration, fuel cards, tolls, MVR monitoring, driver qualification support, onboarding and training coordination, vehicle registrations, and preventative maintenance follow-up. The Fleet Administrator assistant has a key support role in maintaining a positive and compliant driver experience by helping ensure drivers are properly documented, trained, and supported throughout the employment lifecycle. The ideal candidate is a strong communicator who works effectively with drivers, management, HR, operations, and outside vendors while maintaining accurate records and ensuring consistent follow-through on fleet-related tasks.
Requirements
- High school diploma or equivalent required; associate degree or bachelor’s degree preferred.
- Two or more years of administration, fleet, transportation, automotive, logistics, or related experience preferred.
- Experience and working knowledge of property and casualty insurance claims.
- Strong organizational skills with excellent attention to detail and follow-through.
- Strong written and verbal communication skills and the ability to work across multiple departments.
- Experience managing multiple priorities in a fast-paced environment.
- Proficiency in Microsoft Office Suite, especially Excel, Outlook, and Word.
- Comfort using web-based systems, fleet platforms, and AI tools to improve efficiency and reporting.
Nice To Haves
- Experience with telematics platforms, fuel card programs, toll administration, registration processes, or MVR monitoring systems preferred.
- Ability to maintain accurate vehicle and driver records in a high-volume fleet environment.
- Strong customer service mindset when supporting drivers and internal stakeholders.
- Ability to identify issues, follow through on open items, and escalate concerns when appropriate.
- Confidence working with data, reports, audits, and compliance-related documentation.
Responsibilities
- Maintain and update fleet vehicle assignments and related records to ensure accurate tracking of company assets.
- Manage accident-related administrative follow-up, including obtaining police reports, tracking insurance claims, and maintaining organized reporting documentation.
- Assist in pursuing subrogation recovery against at-fault insurance carriers.
- Assign physical damage claims (total losses) to the insurance carrier as needed and provide claim information/documents to the carrier as requested.
- Support fuel card administration, including ordering cards, distributing cards, assigning PINs, reviewing usage reports, and conducting audits.
- Oversee toll administration, including ordering transponders, paying outstanding tolls, communicating with drivers regarding proper usage and installation, performing monthly audits, and processing related expenses.
- Maintain driver records in SambaSafety or similar systems for motor vehicle record monitoring and communicate relevant violations or concerns to HR and management.
- Assign required driver training for new drivers and follow up with management to ensure training completion.
- Coordinate vehicle registration activities, including renewals, safety check follow-up, mailing license plates and registration stickers, and updating vehicle records with current plate and tag information.
- Administer telematics devices, including assignment, installation coordination, safety report retrieval, and reporting support for management review.
- Work with operations teams to help ensure preventative maintenance is completed on schedule to support fleet availability and reduce downtime.
- Prepare and maintain fleet-related reports, records, and administrative documentation with a high degree of accuracy.
- Communicate professionally and effectively with a large driver population, internal managers, and external service providers.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
