Torchora
Back to Home

Key Responsibilities and Required Skills for Fleet Assistant

💰 $45,000 - $65,000

LogisticsAdministrationOperationsTransportation

🎯 Role Definition

As a Fleet Assistant, you will be the administrative and operational backbone of our vehicle fleet. You are a crucial team member responsible for coordinating all activities related to our company vehicles, from maintenance and compliance to driver support and data management. This role requires exceptional organizational skills and a proactive mindset to ensure our fleet runs smoothly, safely, and efficiently. You will be the primary point of contact for our drivers and external vendors, playing a vital role in minimizing vehicle downtime and controlling operational costs.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Logistics Coordinator
  • Service Advisor or Automotive Administrator
  • Rental Car Agent

Advancement To:

  • Fleet Coordinator
  • Fleet Supervisor or Fleet Manager
  • Logistics Analyst or Manager
  • Operations Manager

Lateral Moves:

  • Dispatch Coordinator
  • Operations Assistant
  • Procurement Assistant

Core Responsibilities

Primary Functions

  • Coordinate and schedule all preventative maintenance, state inspections, and ad-hoc repairs for fleet vehicles to ensure optimal performance and minimize downtime.
  • Maintain meticulous and up-to-date digital and physical records for the entire fleet, including vehicle titles, registrations, insurance cards, and maintenance history using fleet management software.
  • Administer the company's fuel card program, including issuing new cards, monitoring usage for compliance and potential fraud, and generating monthly consumption reports.
  • Process and track all vehicle-related invoices, such as maintenance, fuel, and tolls, ensuring accuracy, proper coding, and timely payment.
  • Serve as the first point of contact for drivers regarding vehicle issues, accidents, or maintenance needs, providing prompt support and coordinating necessary actions like towing and repairs.
  • Ensure all fleet vehicles remain compliant with Department of Transportation (DOT), state, and local regulations, actively managing renewals for permits and inspections.
  • Manage the complete vehicle lifecycle by assisting in the acquisition and de-fleeting process, including up-fitting new vehicles for service and preparing all documentation for asset disposal.
  • Monitor and analyze data from GPS and telematics systems to track vehicle location, driver behavior, and fuel efficiency, reporting on key performance indicators (KPIs) to management.
  • Coordinate the accident and incident response process, including gathering statements, filing insurance claims, and ensuring all required internal and external reports are completed accurately.
  • Conduct regular physical audits of the fleet to verify vehicle condition, cleanliness, and the presence of required safety equipment like first-aid kits and fire extinguishers.
  • Liaise with external vendors, including repair shops, dealerships, and insurance providers, to negotiate pricing and ensure services are completed to company standards.
  • Prepare and distribute comprehensive weekly and monthly reports on fleet status, detailing maintenance costs, fuel consumption, vehicle utilization, and compliance metrics.
  • Manage the intake and processing of all traffic violations and toll notices, ensuring they are assigned to the correct driver and paid promptly to avoid penalties.
  • Oversee the vehicle check-in and check-out process for pool vehicles, ensuring all pre- and post-trip inspections are completed and documented correctly by drivers.
  • Maintain a secure inventory of spare keys, registration documents, fuel cards, and other essential vehicle-related assets.

Secondary Functions

  • Assist the Fleet Manager in developing, implementing, and enforcing fleet policies and procedures to improve operational efficiency and safety.
  • Support the driver onboarding process by providing training on vehicle operation, company fleet policies, and the use of in-vehicle technology and software.
  • Maintain and update the master driver database, ensuring all license information, MVR checks, and training certifications are current and valid.
  • Handle the logistics of vehicle reassignments and transfers between different company branches, projects, or employees as business needs change.
  • Order, stock, and maintain an adequate inventory of essential vehicle supplies, such as emergency roadside kits, cleaning supplies, and replacement decals.
  • Provide general administrative support to the broader operations or logistics department during peak periods or as required.
  • Participate in safety committee meetings, offering insights and data related to vehicle incidents, driver behavior trends, and overall fleet safety performance.

Required Skills & Competencies

Hard Skills (Technical)

  • Fleet Management Software: Proficiency with fleet management systems (e.g., Fleetio, Geotab, Samsara, Donlen) for tracking assets and maintenance.
  • MS Office Suite: Strong skills in Microsoft Office, particularly Excel, for creating spreadsheets, tracking data, and generating reports.
  • Automotive Knowledge: Solid understanding of basic automotive terminology, maintenance schedules, and vehicle components.
  • Regulatory Compliance: Familiarity with DOT, FMCSA, and other state/local vehicle regulations is a significant advantage.
  • Data & Telematics Analysis: Ability to manage and interpret data from GPS and telematics systems to identify trends and create actionable reports.
  • Invoice & Expense Processing: Experience with processing purchase orders, reconciling invoices, and managing expense reports within a corporate environment.

Soft Skills

  • Exceptional Organization: Superior organizational and time-management skills with a proven ability to prioritize a high volume of concurrent tasks.
  • Attention to Detail: A meticulous approach to work, ensuring a high degree of accuracy in data entry, record-keeping, and compliance documentation.
  • Communication: Excellent verbal and written communication skills for clear and professional interaction with drivers, vendors, and internal management.
  • Problem-Solving: A proactive and resourceful problem-solver who can think on their feet to address unexpected issues like vehicle breakdowns or accidents.
  • Customer Service: Strong customer service orientation with a patient and helpful demeanor when assisting drivers and other employees.
  • Autonomy & Collaboration: Ability to work independently with minimal supervision while also functioning as a reliable and collaborative team member.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Business Administration
  • Logistics or Supply Chain Management
  • Automotive Technology

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in an administrative, coordination, or logistics-focused role.

Preferred:

  • Direct experience in a fleet, transportation, vehicle rental, or automotive service environment is highly preferred. Experience working with a large, multi-state vehicle fleet is a strong plus.
Explore More Careers