Fleet Office Manager

Consolidated Divisions•Sedalia, CO

6d•$50,000 - $65,000•Onsite

About The Position

The Fleet Office Manager is an administrative and operations role responsible for DOT/FMCSA compliance, fleet maintenance coordination, high-volume invoice processing, and fleet systems administration . This position serves as the central point of accountability for fleet documentation, regulatory deadlines, work orders, and vendor coordination across multiple platforms. This is not a clerical position . The Fleet Office Manager operates independently, manages compliance risk, and supports operational uptime for a regulated, multi-vehicle fleet environment.

Requirements

3+ years of experience in fleet administration, fleet operations, or DOT-compliant environments
Working knowledge of DOT/FMCSA regulations
Experience managing high-volume invoice processing and vendor coordination
Strong organizational, documentation, and follow-up skills
Ability to work independently and manage competing deadlines

Nice To Haves

Bilingual (Spanish & English)
Experience in construction, landscaping, civil, transportation, or heavy equipment fleets
Experience supporting or preparing for DOT audits
Advanced Excel or fleet reporting experience

Responsibilities

Monitor, review, and track daily DVIRs through Samsara; log defects and ensure timely corrective actions
Create, maintain, and audit driver qualification files , including MVRs, Clearinghouse records, JJ Keller documentation, and onboarding compliance
Monitor DOT/FMCSA systems for ratings, violations, and compliance notices
Coordinate and track regulatory filings and renewals, including: Vehicle registrations, insurance, and emissions UCR filings MCS-150 updates (biennial) Form 2290 (HVUT)
Prepare and organize documentation for DOT audits and internal compliance reviews
Review and process daily service and repair requests submitted through B2W
Create, assign, and enforce work orders for internal and external repairs
Coordinate preventive maintenance schedules, annual services, and inspections
Order parts, create purchase orders , and coordinate work assignments with mechanics and vendors
Ensure all invoices are accurately attached to corresponding work orders
Process and manage 500–800 fleet-related invoices per month in Spectrum
Scan, rename, code, and file invoices according to accounting standards
Match invoices to purchase orders and work orders
Conduct monthly invoice-to-work-order reconciliation audits
Manage fleet-related credit card documentation and recurring vendor payments (e.g., NAPA)
Maintain and update master fleet and equipment lists
Add new vehicles and equipment into fleet and accounting systems
Assign, track, and manage: Fuel cards (activation, blocking, reporting) Insurance cards E-470 transponders
Generate and distribute weekly fuel usage reports
Manage fleet access administration (door codes, alarm users) as assigned
Prepare weekly DVIR and compliance summaries
Track upcoming annual inspections and notify drivers and supervisors of due dates
Coordinate deliveries, verify receipt, and ensure proper placement
Support seasonal operations, including snow removal fleet readiness and documentation