Fleet Administrative Assistant Jobs (NOW HIRING)

Reports to: Senior Fleet Manager

FLSA Status: Non-Exempt

Hourly Range: $19.00 - $26.00

Work Schedule: Monday-Friday, 07:00AM-4:00PM

Location: Operations Office at 9204 Venture Ct, Manassas Park

Who We Are:

Founded in 2020, AMERI-CANS is a fast-growing, veteran-owned enterprise built by Marine Corps veterans who know firsthand the critical importance of field sanitation. Headquartered in Manassas Park, VA, the Company’s growth has expanded beyond the DMV area and now includes Indiana, South Carolina, Ohio, and Texas. Our expansion is fueled by a no-nonsense focus on execution, adaptability, and relentless problem solving. We are Mission driven, and our success enables us to support fellow Veterans and Gold Star families in honoring our shared service and their sacrifice. We are constantly looking for Veterans in pursuit of their post-service ambitions and talented individuals with an unwavering desire to succeed and grow with us.

Job description:

We are seeking a highly detail-oriented and proactive Fleet Administrative Assistant to join our Fleet Operations team, reporting directly to the Senior Fleet Manager. This role will focus on overseeing all aspects of fleet compliance, including invoice reconciliation, reporting, vehicle permitting, DOT regulations, titling and registration, and managing fleet asset data within our fleet management software, as well as handling telematics data for accurate tracking and reporting. The ideal candidate will have strong organizational skills, a comprehensive understanding of fleet operations, and the ability to manage a wide range of administrative tasks efficiently. As a key team member, the Fleet Administrative Assistant will play a critical role in ensuring smooth fleet operations while maintaining compliance with state and federal regulations. This position also involves preparing and processing time-sensitive documents, including business, regulatory, and government reporting, and permitting items with minimal oversight. Additionally, the role includes maintaining equipment and personnel manifests in support of business operations, special projects, and regulatory, tax, and DMV reporting, ensuring the timely processing of data to meet deadlines and organizational needs.

Job Duties and Responsibilities: (Essential Job Duties) Common activities listed below: actual position responsibilities may vary.

· Ensure fleet compliance with Local, State, and DOT regulations, including vehicle registration, inspections, licensing, and permit renewals.

· Oversee fleet administration, managing compliance, quarterly mileage reporting, fleet credit applications, PO processing, and expense reconciliations.

· Manage fuel and toll programs, administering fleet fuel cards and EZ Pass accounts to ensure accurate tracking, reconciliation, and compliance.

· Track and maintain fleet inventory, assist in ordering parts, supplies, and registration materials while ensuring accurate record-keeping.

· Coordinate work order management, ensuring repairs, maintenance, and vendor services are properly recorded and completed in a timely manner.

· Utilize telematics and fleet management platforms to input and monitor vehicle data, troubleshoot issues, and generate reports on fleet usage, costs, and compliance.

· Facilitate internal and external communications, maintaining strong relationships with vendors, stakeholders, and regulatory agencies.

· Complete other tasks as assigned.

Essential Functions:

· Strong organizational and time management skills.

· Excellent attention to detail and ability to manage multiple tasks simultaneously.

· Good communication and interpersonal skills.

· Ability to work independently and as part of a team.

· Problem-solving abilities and willingness to learn.

Minimum Qualifications:

• High school diploma or equivalent required. Some college coursework in business, logistics, or a related field is a plus.

• 2 years of administrative experience, preferably in a similar role.

• Fleet experience preferred.

• Familiarity with DOT regulations and Virginia DMV requirements.

• Experience with telematics (GPS) systems and fleet management software.

• Proficiency in Microsoft Office Suite (Excel, Word, Teams, PowerPoint, Outlook).

• Experience with EZ Fleet or similar registration/titling software is preferred.

• Must be authorized to work in the United States; some customer sites require U.S. citizenship and a clean background.

Abilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are the representative of the knowledge, skill and/or ability required. Position requires the ability to sit or stand for long periods of time; move fingers and hands, ability to stoop, crawl, bend, twist, reach, and crouch. Perform the essential duties with minimal or no supervision. Lift and carry up to 50 lbs.

Competitive Benefits:

· Benefits including medical, dental, vision

· Company matched 401k

· Company paid STD & Accident supplemental

· Company paid Life AD&D Insurance

· Employee Assistance Program “EAP”

· Paid Time Off (PTO) (10 days)

· Paid Sick Time (4 days)

· Personal Days (4 days)

· 11 Paid Federal Holidays

· Unlimited growth potential as we take the business to the next level

· Professional Development

EEOC Disclaimer:

AMERI-CANS is an Equal Opportunity Employer. We provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.