Fleet and Administrative Assistant

J&L Building Materials, Inc.•Malvern, PA

3d•Hybrid

About The Position

The Fleet & Administrative Assistant provides primary support to the Fleet Manager in coordinating day-to-day fleet operations, while also assisting with select accounts payable and general office administrative tasks. This role requires strong organizational skills, attention to detail, and the ability to manage multiple responsibilities in a fast-paced environment. The ideal candidate is proactive, dependable, and comfortable working across departments. ABOUT J&L: J&L Building Materials is a third-generation, family-owned, independent distributor that has been serving professional contractors and builders since 1958. Our mission is to deliver exceptional customer service, where people and relationships take precedence above all else. We are committed to creating a personalized experience while approaching our business with thoughtfulness and integrity, based on our core values of customer-centric excellence, authentic relationships, personal responsibility and accountability, and success through integrity and honesty.

Requirements

High school diploma or GED.
Minimum of one year of related administrative, fleet, or accounts payable experience, or equivalent combination of education and experience.
Strong communication skills, both written and verbal, to interact effectively with vendors, drivers, and internal teams.
Basic math skills, including the ability to calculate figures, percentages, and interpret data.
Valid, current driver’s license with a clean driving record.

Nice To Haves

Prior experience in a fleet coordination, transportation, or logistics support role.
Familiarity with fleet management software or telematics systems.
Experience with DOT compliance documentation and driver qualification files.
Experience with accounting software or ERP systems.
Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
Familiarity with PennDOT/DMV title and registration processes.

Responsibilities

Assist the Fleet Manager with tracking and maintaining vehicle records, including registration, insurance, inspections, and licensing.
Schedule and coordinate preventative maintenance, repairs, and DOT inspections for company vehicles, ensuring minimal disruption to operations.
Monitor fleet management systems and maintain accurate, up-to-date data on vehicle assignments, mileage, and status.
Process and track fuel card activity, flag anomalies, and reconcile fuel reports.
Assist with driver onboarding documentation, MVR monitoring, and maintaining driver qualification files in compliance with DOT and company requirements.
Coordinate with vendors and service providers for vehicle repairs and parts procurement; obtain quotes and track work orders.
Support fleet safety initiatives, including distributing communications and tracking training completion.
Assist in preparing fleet-related reports and summaries for management review.
Handle title transfers, plate renewals, and other DMV/PennDOT transactions as needed.
Review and enter vendor invoices for assigned accounts, ensuring accuracy and timely processing.
Follow up on open purchase orders, pricing discrepancies, and unreceived items in coordination with purchasing and vendors.
Reconcile vendor statements and address discrepancies as needed.
Maintain positive working relationships with vendor accounts receivable contacts.
Distribute incoming mail to employees across branch locations.
Manage office supply orders (kitchen, cleaning, office) and ensure proper GL coding prior to payment submission.
Coordinate business card orders and new employee apparel distribution in collaboration with the Marketing team.
Report facility maintenance and repair requests for the corporate office.
Maintain confidentiality of sensitive company, vendor, vehicle, and employee information at all times.
Provide support for other administrative projects and tasks as assigned.