Administrative Assistant, Internal Fleet Maintenance

The Fleet Service and HSSE Administrative Assistant plays a central role in keeping fleet operations running efficiently across multiple locations. This is not a traditional administrative role - it blends administrative execution with operational ownership, requiring strong coordination across field teams, vendors, and leadership.

This role is responsible for maintaining accurate fleet data, driving follow-through on maintenance and asset activities, managing vendor interactions, and ensuring fleet-related processes are completed on time. The Administrative Assistant acts as the connective point between internal teams and external partners, ensuring nothing falls through the cracks.

Success in this role requires strong organization, persistence, and the ability to manage multiple workstreams at once while maintaining accuracy and accountability.

Key Responsibilities

Fleet Operations & Asset Management

• Own the accuracy and completeness of fleet asset records across all systems
  • Maintain real-time updates on vehicle status, location, registration, and lifecycle stage
• Manage the full lifecycle of fleet assets:
  • Coordinate onboarding of new vehicles and equipment
  • Execute transfers between locations
  • Track and complete decommissioning and disposal activities
• Monitor fleet system data to identify gaps, inconsistencies, or missing updates
  • Proactively follow up with field teams to resolve discrepancies
• Maintain tracking and accountability for fleet technology assets (cameras, tablets, fuel cards, etc.)
• Ensure all required documentation (titles, registrations, compliance records) is current and accessible

Vendor & Maintenance Coordination

• Serve as the primary point of contact for vendors, dealerships, and service providers
• Own scheduling and follow-up for vehicle maintenance, repairs, rentals, and equipment installations
• Track open work orders and actively drive them to completion
  • Follow up with vendors and internal teams until issues are resolved
• Escalate delays, service issues, or vendor performance concerns when needed
• Coordinate warranty claims from initiation through resolution, ensuring proper documentation
• Maintain clear records of vendor interactions, timelines, and outcomes

Operational Coordination & Reporting

• Own preparation and distribution of recurring fleet reports for leadership
  • Maintenance status, asset utilization, downtime, and open issues
• Track key operational activities and ensure deadlines are met across fleet initiatives
• Identify trends or recurring issues in fleet data and flag concerns to leadership
• Support execution of fleet campaigns and initiatives by tracking progress and ensuring completion across locations
• Coordinate communication across field operations, maintenance teams, and leadership to ensure alignment

Inventory & Equipment Logistics

• Manage inventory levels of fleet-related equipment across multiple locations
• Initiate and track orders to ensure timely availability of parts and equipment
• Coordinate shipment and distribution of materials to field locations
• Maintain inventory accuracy and resolve discrepancies through follow-up with sites

Financial & Compliance Administration

• Track fleet-related expenses including repairs, maintenance, and vendor invoices
• Own purchase order creation and invoice processing for fleet-related spend
• Ensure all expenses are properly documented, coded, and submitted on time
• Maintain compliance-related documentation and ensure adherence to company standards
• Support audits by ensuring records are complete, accurate, and accessible

Required Qualifications

• High school diploma required; associate or bachelor’s degree preferred
• 3–5+ years of experience in administrative, operations coordination, fleet, logistics, or maintenance environments
• Experience supporting multi-location or field-based operations strongly preferred
• Prior experience managing vendors or external partners preferred
• Public notary or willingness to obtain notary status

Critical Skills for Success

• Strong ownership mindset
  • Takes responsibility for closing loops, not just passing along tasks
• High attention to detail with the ability to manage large volumes of data accurately
• Ability to manage multiple priorities and deadlines in a fast-paced operational environment
• Strong follow-up discipline
  • Comfortable pushing vendors and internal teams to meet expectations
• Data and systems pr