Fleet Administrator

RAILCREW XPRESS LLC•North Kansas City, MO

5d•Onsite

About The Position

This position is responsible for daily intake of work orders, issuing PO’s, auditing work orders and approving Fleet repair invoices. The primary responsibilities include entering invoices into Collective Data from vendors, reviewing the Maintenance Dashboard, PO issuance, and auditing invoices for cost savings and unneeded repairs. The role also involves maintaining the Google Drive Account and Fleet Files, handling call intake from the Fleet Queue, and maintaining/auditing supervisor’s monthly vehicle inspections to create a monthly report for the Fleet Manager. Additional duties include toll auditing, citation auditing, car wash auditing, field purchase auditing, coding monthly vendor invoices by location, and forwarding them to the corporate accounting department. The Fleet Administrator also reviews daily fuel transactions to identify potential fuel theft, reporting suspicions to the Fleet Manager and appropriate Field Management, and researches/responds to questions regarding fuel and daily reports. This role assists the Fleet Department in special projects and ensures the discreet handling of all business. Preparation of new vans, daily entry and payment for oil changes, pending payments, tows, fire extinguishers, and DOT inspections are also key responsibilities. The position assists with yearly vehicle insurance and monthly registration renewals, ensuring daily payments are processed by vendors and setting up new vendors. Secondary responsibilities include serving as the primary back-up to the Manager position during vacations and peak periods, backing up reservations and rentals, and performing other duties as assigned.

Requirements

Minimum of 2-3 years of auditing and/or accounts payable experience.
Handling large amounts of transactions and PO approval
Must be a minimum of 21 years of age
Background check must be completed and approved by the Railroads in order to obtain an E-rail Security Badge
Ability to lift up to 10 lbs.
Position requires extended periods of time sitting
Position requires extended periods of time using a telephone and computer
MS Office products, including Outlook, Word and Excel
Experience with normal office equipment, for example, copier, printer, fax, phone, etc
Excellent customer service and verbal communication skills
Strong attention to detail
Strong organizational skills
Ability to juggle multiple deadlines

Nice To Haves

Bachelor degree preferred in business, or related experience.
Fleet experience preferred.
Preferred computerized fleet software experience.

Responsibilities

Entering Invoices into Collective Data from Vendors
Review Maintenance Dashboard
PO Issuance
Auditing of Invoices for cost savings and unneeded repairs
Maintain Google Drive Account and Fleet Files
Call intake from Fleet Que
Maintains and audits supervisor’s monthly vehicle inspections, creating monthly report to Fleet Manager.
Toll Auditing
Citations Auditing
Car washes Auditing
Field Purchase Auditing
Codes all monthly vendor invoices by location and forward to corporate accounting department for reporting
Reviews daily fuel transactions and reports to identify potential fuel theft.
Reports suspected fuel theft to the Fleet manager and appropriate Field Management.
Research and respond to all questions regarding fuel reports.
Research and respond to all questions regarding daily reports.
Assists Fleet Department in special projects
Assures the discreet handling of all business.
Preparation of new vans
Shipping
Daily oil change entry and payment
Daily pending payment review and payment
Daily tow entry and payment
Daily Fire extinguisher entry and payment
Daily DOT inspections entry and payment
Assist with yearly vehicle insurance
Assist with monthly registration renewals
Maintains daily payments are processed by vendors
Set up new vendors
Primary back-up to Manager position during vacation and peak periods throughout the year.
Back up reservations
Back up rentals
Performs other duties as assigned.