Fleet Administrator

USA Waste and Recycling•Enfield, CT

4d•Onsite

About The Position

The Fleet Administrator is responsible for administrative coordination and compliance for the company’s multi-state fleet of vehicles and trailers. The role works closely with Fleet Operations, Finance, dealerships, insurance providers, government agencies, and internal departments to maintain accurate vehicle records and ensure registrations, permits, and other documentation are complete, accurate, and submitted on time. The position is based on-site in Enfield, Connecticut; remote work is unavailable. Local travel may be necessary, including visits to DMV and other government offices to complete fleet-related transactions. USA Waste and Recycling is a family-owned company founded in 1974 and operated by three generations of the Antonacci family. Its businesses span waste hauling and recycling, entertainment, hospitality, and horse breeding and training. The company describes its values as family, innovation, and community impact.

Requirements

High school education or equivalent.
Data entry experience.
Broad knowledge of administrative practices.
Knowledge of Microsoft Office.
Demonstrated ability to work independently.
Superior organizational skills.
Ability to establish functional priorities and manage multiple tasks.
Excellent interpersonal skills.
Flexibility and patience.
Detail- and results-oriented approach.
Excellent written and oral communication skills.
Demonstrated professional presence and demeanor.
Ability to meet deadlines in a fast-paced, quickly changing environment.
Proactive approach to problem-solving and strong decision-making skills.

Responsibilities

Manage vehicle and trailer regulations, renewals, titles, transport plates, and related documentation across Connecticut, Massachusetts, Vermont, Kentucky, and Maine.
Maintain accurate, up-to-date fleet records in the company database, truck folders, and Concur.
Manage fleet insurance cards and annual renewals.
Process fleet permits, licenses, and regulatory filings, including Massachusetts overweight permits, New York HUT permits, Vermont dump permits, New York Westchester A stickers, IFTA, UCR, leasing license, and Form 2290.
Complete M-65 tax exemption forms and communicate with applicable municipalities about vehicle tax exemptions.
Coordinate vehicle registrations and title-related documentation with dealerships, including out-of-state dealerships.
Monitor expiration dates for registrations, permits, licenses, and filings, and proactively complete renewals to maintain compliance and prevent lapses.
Communicate as needed with DMVs, tax offices, municipalities, dealerships, insurance providers, and other regulatory agencies.
Visit DMVs and other government offices as needed to complete fleet-related transactions.
Maintain organized and accurate electronic fleet documentation.
Provide administrative support to the Fleet/Maintenance department as needed.
Maintain reasonable, regular, and punctual attendance consistent with company policies and applicable laws.
Adapt to changing duties as required by business needs.