Fleet Administrator

Fairway Lawns, LLC•Plano, TX

11d

About The Position

The Fleet Administrator is responsible for the day-to-day administration, accuracy, compliance, and operational readiness of a fleet of approximately 1,600 vehicles. This role maintains vehicle and employee records, documentation, maintenance data, fuel programs, and fleet information across Fleetio, Azuga, A2B, and other applicable systems. The ideal candidate is highly organized, detail-oriented, and capable of managing a high volume of data while maintaining exceptional accuracy and compliance.

Requirements

Experience in fleet administration, fleet management, transportation, logistics, or a related field.
Demonstrated experience with Fleetio and Azuga.
Experience managing vehicle registration, insurance, inspections, maintenance, and compliance documentation.
Strong data-entry, Excel, computer, organizational, and time-management skills.
Exceptional attention to detail and data accuracy.
Ability to manage a high volume of vehicle and employee records.
Experience with fuel card administration or fuel management.
Ability to identify discrepancies, establish consistent processes, and proactively resolve issues independently.

Nice To Haves

Experience supporting a fleet of 1,000+ vehicles, ideally approximately 1,600 vehicles.
Experience with vehicle lifecycle management, fleet compliance, maintenance/inspection programs, and employee-to-vehicle assignments.
Experience auditing and reconciling data across multiple fleet management systems.

Responsibilities

Maintain accurate records for approximately 1,600 vehicles throughout the entire vehicle lifecycle.
Manage vehicle registration, insurance, licenses, inspections, maintenance records, and other required documentation.
Coordinate vehicle onboarding and offboarding, including registration, insurance, documentation, and system setup/removal.
Identify and resolve missing, expired, or inaccurate documentation.
Conduct regular audits and reconciliations across Fleetio, Azuga, A2B, and supporting records.
Maintain accurate and complete Fleetio records, targeting 95%+ current maintenance data.
Enter and monitor scheduled and unscheduled maintenance, inspections, vehicle status, and maintenance schedules.
Track overdue maintenance and inspections and coordinate timely resolution.
Identify recurring maintenance issues, data gaps, and process opportunities that may affect fleet availability.
Maintain accurate vehicle, employee, driver, and vehicle-assignment information in Azuga.
Manage employee/driver onboarding and offboarding within the system.
Ensure Azuga information aligns with Fleetio and other fleet management platforms.
Administer the fleet fuel card program, including issuance, activation, changes, and cancellation.
Ensure fuel cards are accurately assigned to employees and/or vehicles and resolve discrepancies.
Partner with Operations, Maintenance, HR, Insurance, vendors, and other stakeholders to resolve fleet issues and maintain operational readiness.