Support Services Administrator

Connecticut Water Service, Inc.•San Jose, CA

5d•$105,528 - $128,978

About The Position

San Jose Water Company is seeking a Support Services Administrator to provide comprehensive administrative and operational support to the Fleet, Support Services, and broader Operations organization. Under the general direction of the Fleet Supervisor and Support Services Supervisor, the position handles data entry, invoice processing, work order administration, records management, reporting, scheduling, documentation, and coordination with internal departments, employees, vendors, and service providers. The role also provides administrative backup, supports special projects and operational initiatives, and performs other related duties as assigned. Fleet duties include processing invoices and Purchasing Card transactions, maintaining vehicle and equipment records, coordinating registrations and service scheduling, tracking repairs, communicating with employees and service providers, and assisting with fleet audits and regulatory reviews. The role also provides administrative support to Operations, including claims administration, work orders, records and reports, invoices and purchase orders, scheduling, inquiries, and operational reporting. The position requires proficiency with Microsoft Office and the ability to learn company-specific systems, along with strong communication, organizational, analytical, customer service, and problem-solving skills. An associate or bachelor's degree in a related field is preferred; relevant experience, technical school training, or an equivalent combination of education and experience will be considered. A valid California driver's license and satisfactory driving record are required.

Requirements

Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams, and ability to learn company-specific systems such as E1, Purchase Card Systems, fleet management software, and other business applications.
Ability to exercise sound judgment and work independently within established policies, procedures, and operational guidelines.
Strong oral, written, and interpersonal communication skills for interacting with employees, management, vendors, contractors, and customers.
Working knowledge of vehicle maintenance, repair processes, equipment operations, and fleet-related administrative functions.
Highly organized, detail-oriented, and results-driven, with ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Ability to analyze information, identify issues, recommend solutions, and implement corrective actions.
Skill in planning, organizing, and coordinating purchasing, invoicing, records management, inventory control, general services, and administrative support activities.
Ability to prepare, maintain, and reconcile records, reports, invoices, work orders, and other operational documentation accurately.
Strong customer service focus and ability to build and maintain positive working relationships across the organization.
Ability to maintain confidentiality and handle sensitive information professionally and discreetly.
Effective problem-solving, organizational, and time management skills, including ability to prioritize work and adapt to changing business needs.
Ability to work collaboratively and independently with minimal supervision.
Must possess a valid California driver's license and have a satisfactory driving record.

Nice To Haves

An associate or bachelor's degree in a related field is preferred.

Responsibilities

Coordinate and implement day-to-day administrative functions for the Fleet Department and Support Services.
Review vendor invoices against repair orders, enter applicable charges, and close completed repair orders in the fleet management system.
Prepare, code, and process fleet invoices for payment using the appropriate general ledger accounts.
Reconcile fleet credit card transactions and receipts for Purchasing Cards.
Enter Purchasing Card transactions into the fleet management system, associate charges with repair orders, and complete closeout activities.
Export fuel transaction reports from the fuel management system and import the information into the fleet management system.
Maintain fleet records and documentation, including records for BIT, CARB requirements, smog inspections, smoke opacity testing, vehicle licensing, and equipment registration.
Coordinate with the California DMV on vehicle and trailer registrations, title changes, renewals, and other fleet-related requests.
Assist with scheduling vehicles and equipment for preventive maintenance, inspections, repairs, and other required services.
Review vehicle deficiency reports, enter issues into the fleet management system, and help track repairs through completion.
Monitor open repair orders and follow up with Fleet personnel, vendors, and stakeholders to obtain information and facilitate timely closeout.
Maintain organized electronic and physical fleet files in accordance with recordkeeping and document-retention requirements.
Help maintain accurate vehicle and equipment information in fleet systems, including asset status, mileage, service history, registration, and assigned department.
Communicate with employees, supervisors, vendors, and service providers about maintenance, repair status, documentation, and scheduling.
Provide administrative support for vehicle acquisitions, assignments, transfers, replacements, disposals, and surplus activities.
Assist with fleet audits, regulatory reviews, and requests for vehicle, equipment, maintenance, fuel, or registration records.
Provide backup administrative support for Fleet and Support Services activities as assigned.
Provide administrative support to the Operations Organization under the direction of the Support Services Supervisor and other Operations leaders.
Support claims administration, including tracking claim status, maintaining files, coordinating documentation, and communicating with stakeholders.
Prepare, process, and maintain operational records, reports, correspondence, forms, and other departmental documentation.
Support work order administration, tracking, and record retention.
Assist with preparing, coding, processing, and reconciling invoices, purchase orders, and vendor-related documentation.
Maintain departmental filing systems, records management processes, and document retention in accordance with company policies.
Coordinate scheduling, meetings, training events, and administrative activities for Operations personnel.
Maintain data accuracy in enterprise systems, databases, spreadsheets, and reporting platforms.
Respond to customer, vendor, contractor, and employee inquiries and route requests to appropriate personnel.
Generate recurring and ad hoc reports for operational, financial, and management review.
Provide backup administrative support for the Support Services Supervisor.
Perform other administrative, analytical, and operational support duties as assigned.