Fleet Administrator

Colliers Engineering & Design • UNAVAILABLE, UNAVAILABLE

3d • Hybrid

About The Position

Colliers Engineering & Design is seeking a Fleet Administrator to support its growing team. The role supports the daily administration, coordination, and recordkeeping of the company’s vehicle fleet, ensuring vehicles are properly documented, maintained, compliant with company policies and regulatory requirements, and available for business operations across departments. The Fleet Administrator is the primary point of contact for fleet-related administrative activities, vendor coordination, and fleet data management.

The position offers a hybrid work arrangement. Candidates must be able to work regularly from one of Colliers Engineering & Design’s office locations to support collaboration and business needs.

Requirements

• Bachelor’s degree or related field experience.
• 4–8 years of related experience.
• General computer skills and proficiency with Microsoft Office Suite and fleet management software.
• Strong organizational skills and ability to manage multiple priorities and deadlines.
• Ability to work effectively as part of a team by collaborating, contributing, and respecting others.
• Strong attention to detail and commitment to accuracy.
• Effective verbal and written communication skills.
• Experience maintaining records, databases, and administrative documentation.
• Strong vendor coordination and customer service skills.
• Ability to generate reports and analyze fleet-related data.
• Strong work ethic and commitment to quality, accountability, and continuous improvement.
• Ability to read, write, and understand English to comprehend job-related written communications and verbal instructions and interactions.

Nice To Haves

• Knowledge of vehicle maintenance processes, fleet operations, and regulatory requirements.

Responsibilities

• Coordinate vehicle registrations, titles, licensing, insurance documentation, and renewals.
• Assist with vehicle acquisitions, assignments, transfers, and disposals.
• Process and maintain fleet-related records, invoices, and documentation.
• Support implementation of fleet policies and communicate fleet procedures to employees.
• Monitor vehicle inventory and assist with forecasting fleet needs.
• Schedule and track preventative maintenance, inspections, and repairs.
• Coordinate with vendors and service providers to ensure timely maintenance.
• Monitor vehicle downtime and maintenance records.
• Support roadside assistance requests and vehicle service issues.
• Ensure vehicles have current insurance, decals, registrations, and required documentation.
• Maintain accurate records of fleet vehicles, drivers, assignments, fuel cards, and related assets.
• Update fleet management systems with vehicle and driver information.
• Track and manage EZ-Pass accounts, fuel card programs, and fleet technology systems.
• Prepare fleet reports and maintain documentation for audits and management review.
• Monitor data accuracy and assist with fleet-related reporting and analysis.
• Assist with compliance with company policies, safety standards, and applicable regulations.
• Maintain records related to vehicle inspections, registrations, insurance, and incident reporting.
• Support accident, claim, and insurance administration processes.
• Coordinate with internal departments regarding fleet-related requests and requirements.
• Assist with fleet audits and compliance reviews.
• Serve as a point of contact for employee fleet inquiries and support requests.
• Communicate maintenance schedules, vehicle assignments, and fleet updates to stakeholders.
• Build and maintain positive working relationships with vendors, service providers, and internal departments.
• Escalate fleet concerns, risks, or operational issues to management as appropriate.

Benefits

• Company-paid medical, dental, and vision coverage
• Paid pregnancy disability leave
• Short- and long-term disability insurance
• Life insurance
• Company-matched 401(k)/Roth
• Paid time off, including parental and military leave
• Employee referral and professional license bonuses
• Straight-time compensation for exempt employees’ billable hours worked in excess of 40 billable hours within a work week
• Education reimbursement
• Free in-house access to hundreds of educational and self-enrichment courses
• Mentorship program
• Wellness program
• Women’s Organization
• Philanthropic opportunities
• Safe and comfortable work environment
• Potential for career advancement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level