Fleet Administrator at Fairway Lawns, LLC

United States

<p>Description</p><p><strong>Position Summary</strong></p><p>The Fleet Administrator is responsible for the day-to-day administration, accuracy, compliance, and operational readiness of a fleet of approximately <strong>1,600 vehicles</strong>. This role maintains vehicle and employee records, documentation, maintenance data, fuel programs, and fleet information across <strong>Fleetio, Azuga, A2B</strong>, and other applicable systems.</p><p>The ideal candidate is highly organized, detail-oriented, and capable of managing a high volume of data while maintaining exceptional accuracy and compliance.</p><h3><br/></h3><h3><strong>Key Responsibilities</strong></h3><p><strong>Fleet Administration &amp; Compliance</strong></p><p>· Maintain accurate records for approximately <strong>1,600 vehicles</strong> throughout the entire vehicle lifecycle.</p><p>· Manage vehicle registration, insurance, licenses, inspections, maintenance records, and other required documentation.</p><p>· Coordinate vehicle <strong>onboarding and offboarding</strong>, including registration, insurance, documentation, and system setup/removal.</p><p>· Identify and resolve missing, expired, or inaccurate documentation.</p><p>· Conduct regular audits and reconciliations across Fleetio, Azuga, A2B, and supporting records.</p><p><br/></p><p><strong>Fleetio &amp; Maintenance Management</strong></p><p>· Maintain accurate and complete Fleetio records, targeting <strong>95%+ current maintenance data</strong>.</p><p>· Enter and monitor scheduled and unscheduled maintenance, inspections, vehicle status, and maintenance schedules.</p><p>· Track overdue maintenance and inspections and coordinate timely resolution.</p><p>· Identify recurring maintenance issues, data gaps, and process opportunities that may affect fleet availability.</p><p><br/></p><p><strong>Azuga &amp; Driver Administration</strong></p><p>· Maintain accurate vehicle, employee, driver, and vehicle-assignment information in Azuga.</p><p>· Manage employee/driver onboarding and offboarding within the system.</p><p>· Ensure Azuga information aligns with Fleetio and other fleet management platforms.</p><p><br/></p><p><strong>Fuel &amp; Operational Support</strong></p><p>· Administer the fleet fuel card program, including issuance, activation, changes, and cancellation.</p><p>· Ensure fuel cards are accurately assigned to employees and/or vehicles and resolve discrepancies.</p><p>· Partner with Operations, Maintenance, HR, Insurance, vendors, and other stakeholders to resolve fleet issues and maintain operational readiness.</p><p>Requirements</p><p>&nbsp;&nbsp;<strong>Required Qualifications</strong></p><p>· Experience in <strong>fleet administration, fleet management, transportation, logistics</strong>, or a related field.</p><p>· Demonstrated experience with <strong>Fleetio and Azuga</strong>.</p><p>· Experience managing vehicle registration, insurance, inspections, maintenance, and compliance documentation.</p><p>· Strong data-entry, Excel, computer, organizational, and time-management skills.</p><p>· Exceptional attention to detail and data accuracy.</p><p>· Ability to manage a high volume of vehicle and employee records.</p><p>· Experience with fuel card administration or fuel management.</p><p>· Ability to identify discrepancies, establish consistent processes, and proactively resolve issues independently.</p><p><br/></p><h3><strong>Preferred Experience</strong></h3><p>· Experience supporting a fleet of <strong>1,000+ vehicles</strong>, ideally approximately <strong>1,600 vehicles</strong>.</p><p>· Experience with vehicle lifecycle management, fleet compliance, maintenance/inspection programs, and employee-to-vehicle assignments.</p><p>· Experience auditing and reconciling data across multiple fleet management systems.</p><p><br/></p><h3><strong>Key Performance Expectations</strong></h3><p>Success will be measured by the ability to:</p><p>· Maintain accurate and current fleet records across all systems.</p><p>· Keep <strong>Fleetio maintenance data at or above 95% current/complete</strong>.</p><p>· Ensure registrations, insurance, inspections, licenses, and required documentation remain current.</p><p>· Complete vehicle and employee onboarding/offboarding accurately and promptly.</p><p>· Maintain accurate employee-to-vehicle assignments.</p><p>· Minimize discrepancies between <strong>Fleetio, Azuga, A2B</strong>, and supporting records.</p>