Fleet Administrator

ARBORWORKS LLC•Oakhurst, CA

1d•$25 - $32•Hybrid

About The Position

The Fleet Administrator supports the efficient, safe, and compliant operation of ArborWorks’ fleet by managing fleet data, coordinating maintenance activities, and ensuring the integrity of critical administrative processes. This role is essential to maintaining vehicle readiness, supporting regulatory compliance, and enabling data-driven decision-making across fleet operations. Acting as a central coordination point between internal teams and external service providers, the Fleet Administrator ensures timely communication, accurate recordkeeping, and effective tracking of maintenance, compliance, and vendor activities. This position directly contributes to minimizing downtime, controlling costs, and supporting field productivity through organized, reliable fleet administration.

Requirements

High school diploma or equivalent required.
Minimum of 2 years of administrative, fleet, transportation, logistics, maintenance, or related experience.
Experience supporting operations in a fast-paced, service-driven environment.
Strong organizational skills with exceptional attention to detail and accuracy.
Ability to manage multiple priorities, deadlines, and shifting demands.
Proficient in Microsoft Office Suite (Excel, Outlook, Word).
Strong verbal and written communication skills.
Customer-focused mindset with the ability to build effective working relationships.
Analytical ability to review data and support operational insights.
Ability to maintain confidentiality of sensitive company and employee information.
Valid driver’s license preferred.
Company safety and compliance training upon hire.
Fleet systems and reporting tools training as applicable.
Ongoing compliance and regulatory training as required.

Nice To Haves

EXPERIENCE WITH FLEET MANAGEMENT SYSTEMS, TELEMATICS PLATFORMS, OR MAINTENANCE TRACKING SOFTWARE.
KNOWLEDGE OF VEHICLE MAINTENANCE PROGRAMS, FUEL CARD SYSTEMS, AND TRANSPORTATION OPERATIONS.
FAMILIARITY WITH VEHICLE REGISTRATION, LICENSING, DOT COMPLIANCE, OR INSURANCE ADMINISTRATION.
EXPERIENCE WORKING WITH EXTERNAL VENDORS AND MANAGING SERVICE PROVIDER RELATIONSHIPS.
EXPERIENCE IN CONSTRUCTION, UTILITY VEGETATION MANAGEMENT, OR FIELD SERVICE OPERATIONS.

Responsibilities

Maintain accurate, timely, and complete fleet records across all fleet management systems and databases.
Perform data entry, auditing, and validation for vehicle registrations, licensing, compliance records, telematics platforms, maintenance systems, and fuel card programs.
Ensure all fleet documentation is current, organized, and compliant with company and regulatory standards.
Generate recurring and ad hoc reports to support operational decision-making, cost tracking, and performance analysis.
Support record retention practices and ensure proper documentation for audits and compliance reviews.
Coordinate preventive and corrective maintenance, repairs, inspections, and service appointments.
Track maintenance schedules and ensure timely completion of required services.
Monitor work orders, service updates, and vendor timelines to reduce vehicle downtime.
Communicate vehicle availability, maintenance schedules, and repair updates to field teams and leadership.
Maintain detailed service and repair histories.
Serve as a primary administrative contact for fleet vendors, service providers, and internal stakeholders.
Build and maintain strong working relationships with repair facilities, fuel providers, licensing agencies, and other partners.
Coordinate vendor communications, documentation, invoicing support, and service tracking.
Respond to inquiries via phone, email, and messaging platforms in a professional and timely manner.
Support vehicle registration, licensing, and regulatory compliance activities.
Assist with maintaining Driver Qualification (DQ) files and required compliance documentation.
Administer fleet insurance documentation, including tracking and distributing insurance cards.
Collect, organize, and maintain documentation for vehicle incidents, collisions, and claims.
Support accident reporting processes and ensure proper documentation for compliance.
Provide administrative and scheduling support to fleet operations.
Assist with calendar coordination, reporting, and departmental organization.
Serve as backup support for daily fleet administrative functions as needed.
Support repair shop and parts operations with clerical and tracking activities.
Contribute to process improvements and efficiency initiatives within fleet operations.