Operations Specialist, Fleet Administration

BIG GEYSER INC•Village of Brewster, NY

7d•$55,000 - $60,000•Onsite

About The Position

The Operations Specialist, Fleet Administration provides day-to-day administrative support for company truck fleet operations. The position maintains accurate fleet records, follows up on driver safety and compliance matters, researches and processes vehicle-related violations, and ensures required documentation is completed and properly maintained. Based in Big Geyser’s Brewster, New York office, the role reports to the Director of Safety and works closely with Operations, Fleet and Safety, Human Resources, drivers, and third-party vendors to keep fleet administrative activities organized, timely, and accurately documented. Responsibilities include fleet recordkeeping and documentation; administrative follow-up for driver safety and compliance; research and processing of parking, toll, and traffic violations; preparation of routine reports and trackers; monitoring expirations and administrative deadlines; support for audits and special projects; and escalation of unresolved issues to appropriate managers.

Requirements

High school diploma or equivalent required.
Strong organizational skills and attention to detail.
Ability to manage multiple assignments, deadlines, follow-up items, and priorities simultaneously in a fast-paced delivery environment.
Strong written and verbal communication skills and the ability to work professionally with a range of internal and external contacts.
Proficiency with Microsoft Outlook, Excel, and other business systems.
Ability to research discrepancies and maintain accurate records and documentation.
Ability to handle confidential and sensitive business information appropriately.
Strong follow-through, sense of urgency, problem-solving skills, and dependability.
Ability to use fleet management systems, reports, spreadsheets, email, dashboards, and other operational platforms.
Ability to follow company policies, safety requirements, applicable union contract guidelines, established procedures, and management direction.

Nice To Haves

Associate degree or additional education in business, transportation, or a related field.
Previous administrative experience in transportation, trucking, fleet management, logistics, operations, or a related environment.
Experience with fleet management, telematics, toll, or compliance systems such as Samsara, Fleetworthy, or E-ZPass.
Familiarity with AI tools such as Claude, ChatGPT, or similar platforms; full proficiency is not required.
Willingness to learn and use AI tools for tasks such as drafting communications, summarizing information, and organizing data.

Responsibilities

Provide administrative support for day-to-day truck fleet operations.
Maintain organized and accurate electronic and physical fleet records, including records in Fleetworthy and other designated fleet management systems.
Assist with vehicle registrations, inspections, permits, insurance records, and other required fleet documentation.
Track outstanding administrative items and follow up with appropriate departments, drivers, or vendors.
Maintain fleet and driver compliance trackers and supporting documentation.
Monitor Samsara notifications and assist with required administrative follow-up.
Coordinate and document driver coaching activities resulting from Samsara safety events or identified concerns.
Maintain driver coaching records, acknowledgments, corrective-action documentation, and supporting records.
Follow up with drivers and managers to ensure required documentation is completed and returned.
Assist with maintaining driver compliance records and tracking outstanding items.
Research parking tickets, traffic violations, toll violations, and other vehicle-related citations; identify the applicable vehicle and driver using available company records.
Prepare and process affidavits and other supporting documentation when required.
Manage administrative follow-up related to E-ZPass, tolls, parking tickets, and traffic violations.
Maintain records of violations, supporting documentation, responses, and resolutions; coordinate with vendors and internal departments to address violations promptly.
Escalate unresolved items to the appropriate manager.
Prepare routine fleet reports, spreadsheets, trackers, and supporting documentation.
Review fleet records for missing, incomplete, or outdated information and follow up as necessary.
Assist with audit preparation by organizing requested fleet and compliance records.
Monitor expiration dates, renewals, registrations, inspections, and other administrative deadlines.
Communicate outstanding items and exceptions to Operations and Fleet management.
Assist with special projects and other operational administrative responsibilities as assigned.
Work professionally with drivers, helpers, managers, Sales, Customer Service, Safety, Garage, Warehouse, vendors, and other departments.
Follow company policies, safety requirements, applicable union contract guidelines, established procedures, and management direction; identify discrepancies, gather supporting information, and escalate issues when appropriate.
Provide administrative support across Fleet and Operations as business needs arise while maintaining confidentiality and professionalism.