Fleet Administrator
Moffitt Companies•Cypress, CA
•Onsite
About The Position
Moffitt Services, a Texas-based fuel and lubricants distributor, is seeking a Fleet Administrator to join their expanding operations. The company has been providing quality fuels, lubricants, and superior service since 1947. The Fleet Administrator will be responsible for maintaining accurate records for various fleet assets, ensuring data integrity in fleet management software, and supporting compliance requirements.
Requirements
- Previous administrative, clerical, data-entry, fleet, transportation, automotive, maintenance, or related experience preferred.
- Strong computer, data-entry, organizational, and time-management skills.
- Proficiency with Microsoft Office, particularly Excel, Outlook, and Teams, preferred.
- Experience with Fleetio or other fleet management software preferred.
- Ability to learn new software, systems, and processes quickly.
- Strong attention to detail and commitment to data accuracy.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong written and verbal communication skills.
- Ability to independently follow processes, identify discrepancies, and follow up professionally.
- Ability to maintain confidentiality when handling company, employee, financial, and compliance information.
- High school diploma, GED, or equivalent required
Nice To Haves
- Fleet, trucking, construction, automotive, or heavy-equipment experience is a plus.
Responsibilities
- Maintain accurate records for vehicles, trailers, heavy equipment, and other fleet assets.
- Enter, update, and audit asset information in Fleetio and other company systems.
- Review Fleetio data and work orders for completeness, accuracy, and timely closure.
- Follow up with mechanics, shop personnel, vendors, and other departments regarding missing or incomplete information.
- Monitor preventive maintenance schedules, upcoming services, overdue PMs, inspections, and recurring requirements.
- Assist with PM scheduling, completion tracking, and documentation.
- Maintain electronic and physical records including maintenance files, inspections, invoices, receipts, warranties, recalls, registrations, permits, titles, and insurance documentation.
- Track expiration dates and notify Fleet leadership of upcoming renewals or compliance deficiencies.
- Review fleet-related invoices for accuracy and supporting documentation; ensure costs are assigned to the correct asset and category.
- Assist with vendor communications, outside repairs, estimates, service records, invoices, and documentation.
- Prepare and maintain fleet reports, spreadsheets, dashboards, trackers, and performance metrics.
- Assist with tracking PM compliance, work-order aging, fleet downtime, maintenance spending, asset utilization, availability, and documentation compliance.
- Support DOT, FMCSA, state, and company fleet compliance requirements by maintaining accurate records and documentation.
- Respond to fleet information requests and provide timely administrative support to Fleet leadership.
- Assist with special projects and process improvements as assigned.
Benefits
- competitive insurance rates through medical, dental, and vision plans
- 401(k)-match program
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
