Fleet Administrative Assistant

Encore Electric, Inc.•Aurora, CO

22h•$22 - $26

About The Position

The Administrative Assistant provides administrative support for fleet vehicles and Encore Employees. This role involves managing the company's fleet of vehicles, ensuring they are properly prepped, maintained, and compliant with all regulations. The position also includes auditing leasing and fuel invoices, managing various fleet management software systems, and generating monthly reports for different departments. Additionally, the role requires assisting HR with new driver onboarding and MVR checks.

Requirements

A High School Diploma is required.
Basic computer skills.
Knowledge in Microsoft products such as Word, Xcel, PowerPoint and CoPilot is preferred.

Nice To Haves

Acceptable driving record.
Knowledge of Enterprise Fleet Management Software.
Knowledge of WEX Fuel Card Software.
Knowledge of Motive Camera Software.
Knowledge of algebra and geometry.
Knowledge of financial math.
Ability to act as a self-starter.
Ability to work with little supervision.
Ability in spatial orientation.
Ability in customer management.
Ability in listening.
Ability in speaking intelligently.
Ability to adapt to new and changing requirements, environments, and/or information.
Ability in managing people and processes.
Ability in using communication software.
Effective written and oral communication sufficient to be able to elicit and communicate information and achieve understanding.
Ability to establish and maintain effective working relationships with customers, vendors, consultants, management, and employees.
Ability to operate a computer.
Ability to organize work to accomplish tasks.
Ability in reading and writing.
Ability in prioritizing and reprioritizing to meet job needs.
Ability in identifying and managing risk.
Ability in problem solving.
Ability in tracking numbers and bits of data relevant to the work assignment.
Ability to retain and access critical information from memory.
Ability to think on your feet.
Ability to understand when to speak and when not to speak.
Ability to be personally detached from ideas (no ego).
Ability to see things from multiple perspectives.

Responsibilities

Maintain open communication lines with all working relationships.
Follow up to ensure items for which the job is accountable are performed.
Earn and maintain customer’s trust.
Uphold the core values of the organization.
Work well with others to accomplish the mission of the organization and of the job.
Assist with the oversight of the company fleet of autos, vans, pickups, and larger trucks.
Ensure new vehicles are properly prepped for use.
Coordinate the move and transfer of vehicles across the areas of work including out of state.
Coordinate with vendors relating to labelling, licensing/registration, motive camera installs, insurance, washing/cleaning, mechanical repairs, body shop repairs, and dealerships.
Coordinate with drivers to ensure proper maintenance and care of vehicles.
Provide accurate registrations and insurance to the drivers, as they are updated.
Enforce fleet procedures and uphold best practices.
Set up new drivers and aid HR to run MVR’s on new drivers.
Conduct monthly reviews of leasing and fuel invoices and report anomalies.
Ensure Motive system is up to date, including updating drivers and navigating vehicle footage.
Ensure WEX fuel system software is up to date.
Ensure Enterprise Fleet Management system is up to date with relevant information.
Ensure monthly reports are ready to be sent over to each DBU regarding which vehicles are assigned to them and properly update records when needed.
Work closely with HR when needing to update location on vehicles.
Other duties as may be assigned.