Fleet Administrator (West Location)

Parsons•San Diego, CA

1d•$22 - $38

About The Position

Position Overview The Administrative Assistant – Vehicle Fleet Management provides administrative and operational support to the Fleet Manager and broader fleet operations team. This role is responsible for coordinating documentation, data entry, scheduling, and communication related to company vehicles to ensure safe, compliant, and cost-effective fleet operations.

Requirements

High school diploma or equivalent.
2+ years of administrative experience in an office, operations, logistics, or related environment.
Proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
Experience managing data in spreadsheets, databases, or business systems.
Strong attention to detail and accuracy in data entry and recordkeeping.
Effective written and verbal communication skills.
Ability to organize and prioritize multiple tasks with limited supervision.
Must have a valid driver’s license.
Must be able to meet Parsons’ employment and background verification requirements.

Nice To Haves

Experience supporting vehicle fleet, transportation, logistics, construction, or field operations.
Familiarity with fleet management, maintenance tracking, or telematics systems.
Basic understanding of vehicle documentation (titles, registrations, inspections, insurance).
Experience working with external vendors and service providers.
Demonstrated reliability, professionalism, and customer service orientation.
Ability to work collaboratively with field staff, drivers, managers, and support departments.
Problem-solving mindset with willingness to learn fleet processes and systems.
Ability to handle confidential information and sensitive data appropriately.

Responsibilities

Maintain and update fleet asset records (vehicle inventory, VINs, license plates, titles, assignments, mileage, utilization, etc.) in the fleet management system.
Track and schedule routine and corrective maintenance, inspections, and repairs; coordinate with internal staff, vendors, and service providers.
Monitor and support compliance with company policies and applicable regulations (e.g., registrations, inspections, emissions, insurance, safety documentation).
Assist with driver onboarding/offboarding processes related to vehicle assignments, keys, fuel cards, telematics devices, and required documentation.
Process and reconcile fleet-related invoices, purchase orders, and expense reports; work with Procurement and Finance as needed.
Support fuel card administration, including card issuance, cancellations, PIN management, and usage audits.
Collect, compile, and validate data to support fleet reporting (utilization, downtime, cost, fuel consumption, safety metrics, etc.).
Respond to routine inquiries from drivers, supervisors, and vendors regarding vehicles, maintenance, fuel cards, and related processes.
Maintain organized digital and physical filing systems for fleet documents (titles, registrations, insurance certificates, maintenance records, etc.).
Assist with accident/incident reporting and documentation, including gathering information and coordinating with Risk/Insurance as directed.
Support the implementation and administration of telematics or GPS systems, including data accuracy checks and basic troubleshooting coordination.
Prepare correspondence, forms, and basic presentations or reports as requested by the Fleet Manager or department leadership.
Perform general administrative duties such as meeting scheduling, calendar support, note-taking, and distribution of communications related to fleet operations.