Fleet & Operations Admin Manager

Contexture•Randolph, MA

5d•Remote

About The Position

Contexture is seeking a Fleet & Operations Admin Manager to join its Operations team. Reporting to the COO, this role supports operational efficiency by overseeing fleet management, vehicle maintenance, expense tracking, travel coordination, and related administrative functions. The position owns fleet management for 30–50 vehicles, installer travel, and designated operations systems across all regions, with accountability for results. The role may be remote, with local team members assisting with vehicle drop-offs as needed. The posting notes that success in the role may create opportunities for advancement.

Requirements

At least 2 years of experience managing a fleet, including vehicle maintenance, repair coordination, lease and rental management, and expense tracking.
At least 2 years of administrative support experience, preferably in construction, installation, or field services.
Experience managing an operating budget and tracking expenses such as fuel, maintenance, repairs, travel, and other operational costs.
Demonstrated ability to improve processes, streamline operations, and make cost-based recommendations to leadership.
Strong time-management, organizational, and prioritization skills.
Ability to work flexible hours and respond to occasional after-hours calls concerning emergency vehicle breakdowns, travel disruptions, or other unexpected operational needs.
Proficiency with Microsoft Office Suite, including Outlook, Excel, and Word.
Attention to detail and problem-solving skills.
Strong written and verbal communication skills.
Strong organizational and planning skills in a fast-paced environment.

Nice To Haves

Experience coordinating business travel, including flights, hotels, and rental cars, for traveling employees.
General knowledge of the construction industry.
Valid driver's license.
Experience with fuel card programs, vehicle GPS or telematics, and online travel booking tools.
Familiarity with scheduling software and timekeeping systems.

Responsibilities

Manage a fleet of 30–50 vehicles, including maintenance, repair coordination, leases and rentals, and related administrative work.
Maintain a complete, current record for every vehicle across all regions, including VIN, plate, registration, inspection, insurance, lease or ownership status, assigned driver, and mileage.
Renew vehicle registrations, inspections, and insurance at least 30 days before expiration, avoiding lapses.
Manage the approved fleet budget, including fuel, maintenance, repairs, rentals, tolls, and other operational costs, and reconcile fleet expenses monthly.
Book installer travel, including flights, hotels, and rental cars, according to approved plans from Install Managers.
Manage travel changes, cancellations, and disruptions, including after-hours and weekend needs.
Manage operations systems across all regions, including warehouse alarms and security cameras, vehicle GPS (Verizon), and WEX gas cards.
Build and maintain written standard operating procedures for fleet, travel, and systems processes.
Provide administrative support to field-based Install Managers as needed, including updating schedules as directed, contacting customers to schedule direct jobs, collecting and following up on daily time sheets, and supporting field-team onboarding and offboarding.
Improve processes, streamline operations, and make cost-based recommendations to leadership.

Benefits

Health insurance, with 90% of the cost company-funded for employees and dependents, benchmarked against a marketplace gold plan.
Dental and vision insurance, with 70% of the cost company-funded.
Company-paid basic life insurance.
Company-paid short-term and long-term disability insurance.
Company-paid accidental death and dismemberment insurance.
Voluntary life insurance.
Voluntary accident and critical illness insurance.
Flexible Spending Account and Dependent Care Account.
401(k) plan with a company-guaranteed match up to 4%.
Flexible Paid Time Off (FTO).
Eight company-paid holidays.