Fleet Administrator

JC Davis Ventures LLC dba JC Davis Power • Elgin, TX

2d • $80,000 - $92,000 • Hybrid

About The Position

At JC Davis Ventures, LLC dba JC Davis Power, the Fleet Administrator maintains accurate, complete, and current records for equipment throughout its lifecycle, from acquisition through sale. The role manages the documentation for equipment acquisition, transfers, refurbishment, and disposition, and ensures data matches across company systems. Fleet strategy, shop teams, Finance, and leadership rely on this information for reporting and decision-making. The position owns fleet reporting and keeps records and supporting documentation ready for audits, lender reporting, and valuations.

This is a full-time, hybrid role working onsite four days per week at the Elgin location.

Requirements

• 2–5+ years of experience in fleet administration, equipment asset records, operations coordination, accounting support, or similar work.
• Strong Excel skills.
• Experience with ERP, rental, maintenance, or fixed-asset systems.
• Strong attention to detail and disciplined documentation habits.
• Ability to manage recurring reconciliations and deadlines.
• Clear communication skills and ability to work across the shops, Operations, Finance, and Supply Chain.

Nice To Haves

• Experience in equipment rental, power generation, industrial fleet, or fixed-asset reporting.

Responsibilities

• Create and maintain equipment records, including asset IDs and tags, make, model, serial number, verified manufacture year, class, specifications, and ownership and financial status.
• Coordinate with Operations and the shops to track equipment locations, transfers, and status changes.
• Review supporting documents and flag missing, conflicting, or unverified information rather than estimating values.
• Maintain consistent equipment classes and naming across asset and rental systems.
• Reconcile records across rental, maintenance, and fixed-asset or finance systems; investigate exceptions, resolve them, and log corrections with source evidence.
• Prepare recurring fleet schedules and reports by asset class, age, status, location, acquisition cost, and refurbishment spend.
• Assist Leadership with data requests concerning fleet economics, utilization, availability, and valuation, and confirm definitions with data owners.
• Coordinate onboarding records, purchase documents, and commissioning dates for new assets, and hand them off to Finance and Operations.
• Track refurbishment dates, costs, scope, and invoices as directed by Leadership and Finance.
• Maintain complete disposition and sale files for financial reconciliation.
• Work with the shops, Operations, Finance, and Supply Chain to obtain records on time and resolve discrepancies.
• Document maintenance and refurbishment milestones and coordinate asset purchase paperwork with Supply Chain.
• Keep asset histories and supporting documents accessible for audits, lender reporting, and valuations.

Benefits

• 100% company-paid medical coverage premiums for the employee and their family, including spouse or partner and children.
• Company-paid group life insurance for every employee.
• Employee-paid dental, vision, short- and long-term disability, additional life, accident, illness, and hospital indemnity coverage options.
• 401(k) with 4% matching.
• Flexible PTO.
• Safety-first, people-first supportive culture.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed