Key Responsibilities and Required Skills for a Fleet Administrator

🎯 Role Definition

As a Fleet Administrator, you are the central nervous system of our company's mobile operations. You will be entrusted with the meticulous management and coordination of our entire vehicle fleet, ensuring every asset is safe, compliant, and operating at peak efficiency. This role is a dynamic blend of administrative prowess, logistical coordination, and data-driven analysis. You will be the primary point of contact for our drivers, vendors, and internal stakeholders, playing a pivotal role in minimizing downtime, controlling costs, and supporting the company's overall operational success. This role requires a highly organized and proactive individual who can take ownership of our fleet's performance and contribute to a culture of safety and excellence.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Logistics Coordinator
Dispatcher or Dispatch Assistant

Advancement To:

Fleet Manager
Logistics Manager
Operations Manager

Lateral Moves:

Purchasing Coordinator
Operations Analyst

Core Responsibilities

Primary Functions

Manage the complete lifecycle of all company vehicles, from acquisition and upfitting through to strategic disposal and replacement planning.
Coordinate and schedule all preventative maintenance, routine servicing, and ad-hoc repairs to minimize vehicle downtime and ensure operational readiness.
Maintain meticulous and up-to-date records for vehicle registration, licensing, titles, and insurance, guaranteeing full compliance with state and federal regulations.
Monitor, analyze, and report on key fleet performance metrics, including fuel consumption, mileage, and maintenance costs, to identify trends and implement cost-saving initiatives.
Administer the company's fuel card program, overseeing card issuance, monitoring usage for anomalies, and reconciling monthly statements.
Serve as the primary liaison for drivers regarding vehicle assignments, accident reporting procedures, traffic violations, and general fleet-related inquiries.
Process and manage all accident claims from inception to closure, coordinating effectively with insurance carriers, repair facilities, and internal teams.
Utilize advanced fleet management software (e.g., Geotab, Samsara, Fleetio) to track vehicle location, monitor driver behavior, and manage vehicle diagnostics.
Oversee the vehicle upfitting process by collaborating with vendors to install specialized equipment, decals, and technology required for business operations.
Conduct regular physical and digital audits of the fleet to verify vehicle condition, ensure compliance with company branding, and confirm proper equipment inventory.
Develop, implement, and enforce comprehensive fleet policies and procedures to promote safe driving habits and proper vehicle care among all users.
Manage relationships with external vendors, including maintenance providers, leasing companies, and fuel suppliers, negotiating contracts and ensuring service level agreements (SLAs) are consistently met.
Prepare and present detailed reports on fleet operations, costs, efficiency, and key performance indicators (KPIs) to senior leadership.
Ensure unwavering compliance with Department of Transportation (DOT) regulations, including driver qualification files, hours of service (HOS) logs, and vehicle inspection reports.
Coordinate the complex logistics of vehicle transfers between different regional offices, job sites, or departments based on evolving business needs.
Manage the company's telematics system, analyzing data to improve driver safety scores, optimize routing, and enhance overall fuel economy.
Handle the full administrative cycle for all vehicle-related invoices, purchase orders, and expense reports, ensuring accuracy and prompt payment.
Assist in the development of the annual fleet budget, providing ongoing forecasting, variance analysis, and financial justification for fleet decisions.
Onboard new drivers by providing comprehensive training on fleet policies, safe vehicle operation, and the correct use of in-vehicle technology and software.
Stay current with automotive industry trends, emerging vehicle technologies, and changes in transportation regulations to ensure the fleet remains modern, efficient, and compliant.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis to uncover operational insights.
Contribute to the organization's long-term data and fleet strategy and roadmap.
Collaborate with business units to translate their transportation needs into specific fleet requirements.
Participate in sprint planning and agile ceremonies within the operations team.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency in Fleet Management Software (e.g., Fleetio, Geotab, Samsara)
Advanced skills in Microsoft Office Suite, particularly Excel for data analysis and reporting.
Strong knowledge of DOT, FMCSA, and state-level vehicle regulations.
Foundational understanding of vehicle maintenance, mechanics, and repair processes.
Experience with vendor management, contract review, and negotiation.
Competency in budgeting, cost tracking, and financial reporting.
Experience managing and interpreting data from GPS and telematics systems.
Database management and record-keeping principles.
Logistical planning and scheduling expertise.
Invoice processing and expense management.

Soft Skills

Exceptional organizational and time-management skills.
Meticulous attention to detail and accuracy.
Excellent written and verbal communication abilities.
Strong analytical and problem-solving capabilities.
Ability to work independently and take initiative.
Professional and effective interpersonal skills.
A proactive and customer-service-oriented mindset.
Ability to multitask and prioritize in a fast-paced environment.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED required.

Preferred Education:

Associate's or Bachelor's degree.

Relevant Fields of Study:

Business Administration
Logistics or Supply Chain Management

Experience Requirements

Typical Experience Range:

2-5 years of direct experience in fleet administration, coordination, or a closely related logistics or administrative role.

Preferred:

Demonstrable experience managing a diverse fleet of 50+ vehicles.
Experience in an industry with significant field operations (e.g., construction, field services, last-mile delivery).