Fleet Administrator Job Description

Fleet Administrator Job Description

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Fleet administrator provides the Risk Management Department with reporting from fleet systems to ensure accurate registration and vehicle information for annual fleet insurance renewals.

Fleet Administrator Duties & Responsibilities

To write an effective fleet administrator job description, begin by listing detailed duties, responsibilities and expectations. We have included fleet administrator job description templates that you can modify and use.

Sample responsibilities for this position include:

New Hires - New Hire details received from recruitment, should be checked for update in Blue Pages, and HR Access
Works with various fleet management companies to insure all vehicles are titled and registered in compliance with all federal, state and local laws
With the use and access to various sources of information to Validate and code Purchase Ledger invoices using GL and Suffix codes
Monthly download of credit card expenses into excel file to prepare for posting to general ledger
Assist in special projects on local, regional, and national levels
Actively contribute to the achievement of the Fleet objectives in terms of volume, conversion, renewals and customer’s satisfaction
Manage in-bound & out-bound calls, e-mails & faxes from customers to minimize % of abandoned calls and maximize speed of query resolution
Work closely with customer to ensure high level of customer data is received and maintained
From quote to order
Chase renewals and provide quotations as necessary

Fleet Administrator Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Fleet Administrator

List any licenses or certifications required by the position: CISSP, CASP, SSCP, SCNP, GSEC, II, IA, IAT, IAW, DOT

Education for Fleet Administrator

Typically a job would require a certain level of education.

Employers hiring for the fleet administrator job most commonly would prefer for their future employee to have a relevant degree such as High School and Bachelor's Degree in Diesel, Automotive, Business, Education, Management, Associates, Engineering, Business/Administration, Automotive Technology, Computer

Skills for Fleet Administrator

Desired skills for fleet administrator include:

Excel
PowerPoint
Access
Microsoft Word
DMV policies
Key2 Fleet Management systems
Local
Passport
Procedures and processes
Procedures and standard accounting practices

Desired experience for fleet administrator includes:

Proactively follow up with customers after quotes until the car order is received in order to increase conversion ratio, updating systems accordingly
Proactively review renewals and contract rewrites with Fleet Contacts in conjunction with Account Manager
Facilitate query resolution relating to vehicle orders in conjunction with Operational Teams
Support query resolution
Efficiently assess and resolve customer’s enquiries received by phone, e-mail or fax, transferring issues to other functions where appropriate, ensuring robust follow-up & closure where necessary
Maintain an awareness of NPS scores and Customer satisfaction regarding Commercial Support activity and put in place appropriate action plans and behaviors to increase service excellence

Fleet Administrator Examples

1

Fleet Administrator Job Description

Job Description Example
Our innovative and growing company is hiring for a fleet administrator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for fleet administrator
  • Check and process employee expenses
  • Match invoices with orders and check statements
  • Order office supplies, stationary etc
  • Travel arrangements and hotel bookings for the Directors
  • Answer calls into the business, directing to the right department and taking accurate messages
  • Greet any visitors to the office
  • Open and distribute incoming post
  • Update the database with sales and stock updates
  • Complete presentations and tender documents
  • Involvement in Project Support
Qualifications for fleet administrator
  • The Company is committed to on-going development therefore AO would fund training provided by the Institute of Car Fleet Management (ICFM)
  • Answer dealer inquiries pertaining to customer FAN(s), program guidelines, incentive information
  • Provides order status and in-transit information, vehicle locations for fleet customers
  • Maintains and enhances the fleet customer database by upgrading the accuracy of the customer information on the fleet records
  • Working knowledge of supplier markets for vehicles, equipment, alternative fuel vehicles
  • Control the service planner in line with 12 weekly services
2

Fleet Administrator Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of fleet administrator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for fleet administrator
  • To develop and maintain comprehensive and up to date databases that include Driver Entitlements, vocational training, Driver CPC, Driver Compliance, Branch Transport Compliance and fleet list of Commercial Fleet and Manual Handling Equipment
  • Facilitate on-going inductions and training requirements to meet Customer, Legislation, Industry, Trade Organisations (FORS) requirements and as instructed for the Contract Merchanting Division Branch Network
  • Administer monthly data reporting that form part of the Contract Merchanting Division Board Reports
  • Monitoring of Fleet Audit outcomes via the appointed providers and facilitate reporting and Branch support under direction from the Divisional Transport Development Manager
  • The role also involves providing specialist fleet admin support and training to other Branch employees and will involve visits to Branches
  • Sourcing of appropriate Vehicles for the Fleet Car schemes
  • Organising vehicle collections and deliveries for all Fleet Car Schemes
  • Ensure validity and accuracy of all Fleet Car Scheme documentation
  • Quoting for all new Fleet Car requests within set SLA
  • Maintenance of all Fleet Car Schemes databases on our kestrel system
Qualifications for fleet administrator
  • A high standard of written, numeracy and spoken English
  • Strong service ethic and customer focus
  • Well motivated, knowledgeable and enthusiastic user of processes and systems
  • Resilient and resourceful team member with good organisational skills and the ability to communicate effectively
  • Confidence to challenge existing processes and strive for continual improvement
  • Investigation and reconciliation of queries raised from the Fleet Car Scheme helpdesk via phone or
3

Fleet Administrator Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of fleet administrator. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for fleet administrator
  • Assist with asset disposal and transfer process
  • Support stores with setting up Rentals when vehicles are being repaired
  • Assist in Title, Registration and all areas of keeping the Fleet compliant
  • Analyzes, evaluates, and approves maintenance invoices (including Heavy Duty Class 8 vehicles) and takes remedial action to minimize net expense per mile
  • Evaluate and approve maintenance request as required
  • Assist in insuring all vehicles are maintained to Manufacturer recommendations
  • Responsible for compliance related to operating a Commercial DOT Fleet
  • Clear understanding of Title, Registration and Permitting process for all types of vehicle to include IFTA, Base and IRP procedures
  • Receiving & filing required documents
  • Tracking expiration dates
Qualifications for fleet administrator
  • Able to work in a high pressure, time sensitive environment
  • Ability to communicate tactfully and courteously with business management officials and employees
  • Able to communicate information and ideas clearly and concisely in writing
  • Ability to establish and maintain an effective working relationships with those you are in contact with at work, whether internal or external
  • Ability to read, interpret and apply U.S. and Canadian hours of service rules in order to create a drivers schedule that keeps our driver hours of service legal
  • Able to multi task when required
4

Fleet Administrator Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of fleet administrator. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for fleet administrator
  • Notifying field personnel of expiring documents
  • Serve as an extension to Human Resources to assist stores in PAT process
  • Identify clinics and insure store teams are using the proper forms
  • Works will Fleet Management Company to insure Company fuel cards are operational
  • Assist with Data Feeds to field and store teams
  • Audits transactional data for unauthorized use or fraud
  • Plan and schedule plant, equipment and vehicle maintenance events
  • Maintain full and accurate records for all maintenance activities
  • Assist in the reporting and monitoring of all vehicle defects and damages
  • Plan and schedule vehicle mounted ancillary equipment maintenance events
Qualifications for fleet administrator
  • Involvement with damage costs (proforma’s – invoicing, Purchase order numbers )
  • Self-motivated and confident in your ability to work pro-actively in order to mitigate possible future issues
  • Ability to analyze problems, identify alternative solutions, propose actions and implement recommendations
  • A knowledge and understanding of occupational hazards and safety procedures
  • Must be able to work in a fast paced environment and have the flexibility to change with the schedules
  • ASE Certified, CAFM/CAFS or active involvement with NAFA preferred
5

Fleet Administrator Job Description

Job Description Example
Our growing company is looking for a fleet administrator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for fleet administrator
  • Be experienced in an administrative role
  • Have good communication skills, both verbally and written
  • Be thorough, accurate, diligent and organised
  • Be IT competent, specifically in MS Office
  • Work with Fleet Director, Fleet Finance Manager and Fleet Operations Manager to ensure Supplier accounts are accurate and up to date
  • Resolving queries with Suppliers and Customers in a timely manner
  • Completion of Supplier Statement Reconciliations every month
  • Produce Intercompany statement and reconciliations to enable Credit Control to obtain payments and Inter-companies to be agreed and queries resolved
  • Completion of Balance Sheet reconciliations each month
  • Daily, Weekly & Monthly Bank Statement Reconciliations and Cash Book management
Qualifications for fleet administrator
  • Producing of Manual and System generated invoices using Coins to both Internal and External Customers
  • Detailed Revenue and costing reporting
  • Other adhoc duties including producing of ad hoc financial and non-financial reports to satisfy business information requirements
  • Interacting daily with internal customers and external service providers regarding resolution and reimbursement of Travel and Entertainment Expenses and Procurement activities
  • Handling all potential fraud cases involving credit card with affected employee and Wells Fargo
  • Gathering appropriate receipts and submitting for VAT tax recovery

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