Fleet Administrative Specialist

Casella Waste Systems, Inc.•Wayne, PA

About The Position

The Fleet Administrative Specialist supports the Fleet Services department by managing vehicle compliance, maintenance reporting, procurement tracking, and cross-functional administrative processes. This role ensures the accuracy and efficiency of fleet operations through detailed recordkeeping, vendor coordination, and internal collaboration. The Specialist plays a key role in maintaining regulatory compliance, supporting procurement activities, and providing backup across critical fleet functions.

Requirements

The ideal candidate possesses strong written and verbal communication skills, along with proficiency in Microsoft Office, particularly Excel.
They should be capable of managing multiple tasks and priorities efficiently.
Required experience includes administrative support or operations within a fleet, maintenance, or procurement environment.
A high school diploma or equivalent is required
Candidates must be legally eligible to work in the U.S., hold a valid driver’s license, and be able to travel occasionally as needed.

Nice To Haves

Familiarity with fleet maintenance systems, such as Transman, is considered a plus.
Preferred experience includes knowledge of truck or heavy equipment maintenance processes and familiarity with equipment or vehicle procurement.
An associate or bachelor’s degree in business administration, logistics, or a related field is preferred.

Responsibilities

Manages vehicle registrations and permitting for Vermont Divisions, including 2290 enrollments, IFTA tracking, and ensuring all documentation is current and compliant with government regulations.
Communication of maintenance metrics, oil sampling results, and manufacturer recalls.
Maintains and updates fleet data, including VINs, plate numbers, tire sizes, permits, and registration details, ensuring accuracy and compliance.
Supports acquisitions by traveling to sites, assisting with onboarding new trucks, and helping local teams gather required fleet information.
Handles administrative tasks, such as ordering office supplies, maintaining inventory, scanning and distributing E-Z Pass invoices, and managing departmental correspondence and records.
Prepares complex reports and presentations, often of a confidential nature, and ensures departmental operations aligned with organizational policies and procedures.
Maintains fleet files and systems, including removing sold units from Transman, archiving records, and processing new parts requests.
Monitors compliance with DVIRs and DOT roadside inspections, and tracks technician tool inventories and reimbursements.
Cross-trains as backup for various departmental functions such as warranty processing, fuel card and container ordering, title tracking, and internal equipment sales documentation.
Participates in training and other learning opportunities to expand knowledge of the company, products, sales and services and performs any other duties needed to help drive our vision, fulfill our mission, and/or abide by our core values.