Fleet Administrator

Moffitt Companies•Cypress, TX

2h•Onsite

About The Position

Moffitt Services is a Texas-based fuel and lubricants distributor committed to providing quality fuels, lubricants, and superior service. As they continue to expand operations, they are actively seeking a Fleet Administrator. This role involves maintaining accurate records for fleet assets, managing data in fleet management software, monitoring maintenance schedules, and ensuring compliance with various regulations. The Fleet Administrator will also handle invoice review, vendor communications, report preparation, and provide administrative support to Fleet leadership.

Requirements

Strong computer, data-entry, organizational, and time-management skills.
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.

Nice To Haves

Previous administrative, clerical, data-entry, fleet, transportation, automotive, maintenance, or related experience preferred.
Fleet, trucking, construction, automotive, or heavy-equipment experience is a plus.
Proficiency with Microsoft Office, particularly Excel, Outlook, and Teams, preferred.
Experience with Fleetio or other fleet management software preferred.

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.