Fleet Administrator

Mesa Energy Systems•Irvine, CA

2d•Onsite

About The Position

We are a full-service HVAC, building automation, chiller, and retrofit contractor with a reputation for combining high-quality consulting services with customized energy solutions. Our integrated, single-source solutions include turnkey in-house capabilities with design assistance, as well as engineering applications and automated control systems. The Fleet Administrator is responsible for managing and maintaining accurate fleet data, supporting daily fleet operations, and ensuring compliance with company policies and regulatory requirements for our 1200+ vehicle fleet. This role plays a key part in vehicle assignments, telematics, camera systems and overall administrative coordination of fleet activities.

Requirements

High School Diploma or equivalent
2+ years of experience in administrative support and or fleet operations
Proven ability to manage multiple tasks simultaneously in a fast-paced environment
Strong proficiency in Microsoft Office, especially Excel (formulas, formatting, reporting)
Strong problem-solving skills, especially with databases and technology systems
High level of attention to detail and organization
Ability to handle confidential information responsibly
May require occasional field support for fleet-related issues
Occasional travel to branch office locations
Must possess and maintain a valid driver’s license

Nice To Haves

Knowledge of Data Visualization tools is a plus (Power BI)

Responsibilities

Oversee and process all vehicle assignments and transfers across all relevant databases
Assist with vehicle setup and decommissioning, overseeing the process from delivery to retirement of vehicles. (Includes uploading new vehicle templates to SharePoint, mailing or installing kits locally, and removal of kits prior to vehicle decommissioning.)
Assist the Fleet Manager in creating, maintaining and sending out numerous reports on a weekly, monthly, quarterly and annual basis. Reports include but are not limited to fuel usage, preventative maintenance schedules, driver behavior scores, GPS compliance, environmental compliance, etc.
Regular follow-up and communication with drivers, vendors, and internal teams
Assist with fuel card administration by troubleshooting, ordering & cancelling fuel cards.
Frequent Geotab administration including setup of drivers/users, hierarchy access requests and various report requests (Trip history, mileage, occurrence validations, etc.)
Monitor and troubleshoot telematics system, device and camera issues.
Assist with registration administration and compliance through our FMC (Wheels).
Provide frequent support to branch fleet personnel via phone calls and email correspondence.
Occasional participation in physical vehicle relocations from office to office.
Assist with additional administrative and operational fleet tasks as needed.