Fleet Administrator

Ocean Mist Farms • Castroville, CA

4d

About The Position

The Fleet Administrator is responsible for ensuring company-owned and leased vehicles are compliant, properly maintained, and safe for operation. This role ensures fleet regulatory compliance, vehicle records, preventive maintenance coordination repairs, and related reporting to support uninterrupted operations. The position also provides administrative support for parts inventory and related documentation, contributing to shop efficiency, accuracy, and cost control.

Requirements

• Bachelor’s degree in Business, Operations, Logistics, Materials, or a closely related field preferred
• High school diploma or equivalent required
• Bilingual in English and Spanish highly preferred
• Proven experience in fleet management and inventory systems preferred
• Proficiency in Microsoft Office and basic IT tools; familiarity with Adobe a plus
• Strong organizational skills with the ability to manage multiple priorities
• Excellent verbal and written communication skills
• Ability to communicate effectively with internal and external customers
• Ability to work successfully in a fast-paced environment and adapt to change
• Ability to follow defined procedures while managing tasks from initiation to completion with minimal supervision
• Dedicated team player willing to take on new challenges
• Must maintain consistent punctuality and dependable attendance
• Ability to travel to all work sites for training purposes
• Ability to operate a company vehicle; must maintain a valid California Class C driver’s license and be insurable

Responsibilities

• Identify and assess customers’ needs to achieve satisfaction by maintaining a consistently high level of customer service
• Ensure fleet compliance with all applicable regulations and procedures such as (not an inclusive list): DOT, CHP, BIT, ARB, DMV, Samsara
• Manage and maintain vehicle records (not inclusive list): Registration, licensing, insurance, inspections, permits, and compliance documentation
• Coordinate preventive maintenance schedules, repairs, and emergency service needs to keep vehicles road-ready
• Provide reporting related to fleet status, maintenance schedules, compliance, budgeting, and utilization
• Assist with the review, validation, and processing of monthly vehicle invoices to support accurate coding and timely payment
• Provide back-up support for vehicle maintenance approvals
• Attend vehicle and safety meetings as required
• Identify opportunities to reduce fleet-related costs and improve operational efficiency
• Assist with receiving and/or preparing work orders using a computer
• Support parts inventory administration, including tracking, documentation, and internal coding for inventory control
• Assist with the reviewing and maintaining of parts-related documentation, including purchase orders, packing slips, and inventory records
• Assist the Parts Supervisor in coordinating internal inventory counts
• Support basic fleet and shop system functions, including: Data entry, reporting, and basic troubleshooting within fleet management and inventory systems Assisting supervisors with system navigation, reports, and routine technology-related tasks
• Maintain organized electronic and physical filing systems for fleet and parts records
• Assist with internal audits related to fleet, inventory, and compliance documentation
• Other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED