Fleet Administrator

IB Abel Inc•Springettsbury Township, PA

1d•Hybrid

About The Position

The Fleet Administrator plays a key role in supporting daily fleet operations through invoice processing, inventory management, system administration, and maintenance coordination. This position is responsible for ensuring accurate documentation, maintaining compliance and audit readiness, supporting preventative maintenance efforts, and assisting with overall fleet efficiency. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Requirements

High School Diploma or equivalent.
Strong attention to detail and data accuracy.
Strong organizational and time management skills.
Excellent written and verbal communication skills.
Proficient in Microsoft applications and the ability to learn new software systems as required.
Proficient in Inventory or Asset Management systems.
Local to York, Pennsylvania but with occasional travel to other offices, customer facilities, jobsites and yard locations for offsite meetings.
A “can-do” attitude, strong work ethic, and ability to collaborate effectively with various teams.
Driving record free of moving violations, accidents and have the ability to drive company vehicles safely.

Responsibilities

Manage and process all invoices submitted to Fleet, ensuring proper coding and documentation prior to manager approval.
Verify job damage details are included when applicable and identify discrepancies to address with vendors.
Upload invoices and supporting documentation into Tenna Work Orders (WO) for services, inspections, and major repairs to maintain audit readiness.
Ensure all work orders are properly created, documented, attached with supporting files, and closed out accurately.
Process and validate invoices.
Review rental invoices against Tenna Out of Service (OOS) reports to identify potential downtime credits from vendors.
Maintain inventory accuracy through monthly counts, reorder point monitoring, and system updates in Tenna and Vista.
Manage inventory records and ensure quantities remain accurate within tracking systems.
Research pricing trends and vendors to ensure inventory items are purchased at competitive and reasonable costs.
Assist with ongoing audits of Tenna asset assignments to ensure equipment is assigned to the correct division and General Foreman.
Manage user access by removing terminated employees and adding approved drivers.
Participate in quarterly fleet audits to ensure all equipment and asset information remains accurate and current.
Pull and distribute prebuilt reports within Tenna as requested.
Assist with Out of Service (OOS) tagging coordination to maintain accurate equipment status reporting.
Track and manage available Tenna devices for redeployment.
Provide administrative support to the Fleet team to improve operational efficiency and allow team members to focus on specialized responsibilities.
Track work completed on rental equipment, create work orders, and coordinate vendor communication for potential credits.
Support preventative maintenance scheduling and coordinate with internal mechanics to ensure timely completion of PM services.
Assist with ordering fleet parts and materials as needed.