Fleet Administrator

: Fleet Maintenance Administrator ( Immediate Joiners Prefered )

Position Overview

The Fleet Maintenance Administrator is responsible for supporting the end-to-end maintenance operations of the fleet by ensuring accurate documentation, timely data entry, vendor coordination, driver support, and smooth administrative processes. This role acts as a central point of communication between drivers, vendors, maintenance teams, and internal departments to ensure safe, compliant, and efficient fleet operations.

Key Responsibilities

Maintenance & Data Administration

Accurately enter all maintenance, rental, lease, and service-related documents into the system in a timely manner.

Review and verify invoices to ensure the correct company is billed and that all charges are appropriate for the work performed.

Carry out daily document indexing and maintain organized digital records.

Process warranty invoices and ensure correct coding.

Set up rental units in the system, accurately capturing all associated costs.

Run monthly templates for rental and FSL units and assist in creating accruals for FSL fixed charges.

Review weekly KPIs for open POs and coordinate follow-ups with vendors and branch locations.

Vendor & Financial Coordination

Reconcile monthly vendor statements; communicate with vendors to request missing invoices and resolve overpayments/short payments.

Maintain strong relationships with external service providers and ensure timely resolution of billing discrepancies.

Driver & On-Road Support

Serve as the first point of contact for driver calls related to breakdowns, repairs, or on-road emergencies.

Coordinate on-road assistance, service providers, mobile mechanics, or towing vendors to minimize downtime.

Track and monitor breakdown cases until closure, ensuring updates are communicated to drivers and internal teams.

Maintain logs of roadside incidents, service delays, and repeat issues for analysis.

Provide drivers with guidance regarding scheduled maintenance, repair approvals, and compliance requirements.

Assist with driver communication related to planned maintenance, truck availability, and downtime scheduling.

Operations Support & Coordination

Maintain updated fleet availability reports and support outage planning.

Assist in resolving documentation or system-related issues for internal departments.

Support compliance by ensuring maintenance records meet audit and regulatory requirements.

Perform additional duties as assigned.

Who You Are:

Excellent verbal and written communication skills.

Transportation or fleet maintenance experience is an asset.

Proficient using Excel and capable of working with maintenance or accounting systems.

Background in accounting or invoice processing will be an added advantage.

Ability to successfully pass a criminal background check.

Strong problem-solving skills with the ability to handle urgent, on-road operational situations.

High attention to detail, time management, and multi-tasking abilities.