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Fleet Administrative Assistant Jobs (NOW HIRING)

Anticimexinc

Fleet Intern

Buchanan, NY · On-site

$17/hr

Fleet Administrative Intern - Part-Time (3 days/week) Location: Buchanan, NY Reports to: Director ... Key Responsibilities * Assist with updating and maintaining fleet databases, tracking maintenance ...

JP McHale Pest Management LLC

Fleet Intern

Buchanan, NY · On-site

$17/hr

Fleet Administrative Intern - Part-Time (3 days/week) Location: Buchanan, NY Reports to: Director ... Key Responsibilities * Assist with updating and maintaining fleet databases, tracking maintenance ...

JTI Electric

Fleet Assistant

Shafter, CA · On-site

$16.50 - $22/hr

POSITION OVERVIEW The Fleet Assistant supports the Fleet Manager in the coordination, maintenance ... Provide administrative support to the Fleet Manager, including scheduling, filing, scanning, and ...

Sixt

Fleet Assistant

West Palm Beach, FL · On-site

$18.50/hr

At SIXT, we're looking for a dedicated Fleet Assistant to enhance our operations. In this role, you ... performing administrative tasks in an office environment automotive dealership, vehicle ...

SIXT

Fleet Assistant

West Palm Beach, FL · On-site

$18.50/hr

At SIXT, we're looking for a dedicated Fleet Assistant to enhance our operations. In this role, you ... performing administrative tasks in an office environment automotive dealership, vehicle ...

Sixt

Fleet Assistant

Chicago, IL · On-site

$22.95/hr

At SIXT, we're looking for a dedicated Fleet Assistant to enhance our operations. In this role, you ... performing administrative tasks in an office environment automotive dealership, vehicle ...

Sixt

Fleet Assistant

Denver, CO · On-site

$24.20/hr

At SIXT, we're looking for a dedicated Senior Fleet Assistant to enhance our operations. In this ... performing administrative tasks in an office environment automotive dealership, vehicle ...

SIXT

Fleet Assistant

Chicago, IL · On-site

$22.95/hr

At SIXT, we're looking for a dedicated Fleet Assistant to enhance our operations. In this role, you ... performing administrative tasks in an office environment automotive dealership, vehicle ...

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Fleet Administrative Assistant information

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How much do fleet administrative assistant jobs pay per hour?

As of Aug 20, 2026, the average hourly pay for fleet administrative assistant in the United States is $19.42, according to ZipRecruiter salary data. Most workers in this role earn between $16.35 and $21.63 per hour, depending on experience, location, and employer.

What is a fleet administrative assistant?

Fleet Administrative Assistants are professionals who provide administrative and clerical support to organizations that manage vehicle fleets. Their responsibilities typically include maintaining vehicle records, scheduling maintenance, processing invoices, tracking fleet expenses, and assisting with compliance documentation. They play a crucial role in ensuring the smooth operation and efficiency of the fleet by coordinating between drivers, vendors, and management. Strong organizational and communication skills are essential for success in this role.

What are the key skills and qualifications needed to thrive as a fleet administrative assistant, and why are they important?

To thrive as a Fleet Administrative Assistant, you need strong organizational abilities, attention to detail, and proficiency in administrative tasks, often supported by a high school diploma or associate degree. Familiarity with fleet management software, Microsoft Office Suite, and database systems is typically required. Effective communication, problem-solving skills, and the ability to multitask help you excel when coordinating schedules and managing records. These competencies are essential for ensuring smooth fleet operations, regulatory compliance, and efficient support for fleet managers and drivers.

What are some common challenges faced by fleet administrative assistants, and how are they typically addressed?

Fleet Administrative Assistants often manage large volumes of documentation, such as vehicle maintenance records, compliance paperwork, and scheduling reports. Staying organized and detail-oriented is essential to prevent errors and ensure timely renewals or inspections. Another common challenge is coordinating effectively between drivers, vendors, and management to resolve issues quickly. Most companies use fleet management software and regular communication protocols to streamline these tasks and minimize disruptions.

What is the difference between Fleet Administrative Assistant vs Fleet Coordinator?

AspectFleet Administrative AssistantFleet Coordinator
Primary RoleSupports fleet operations through administrative tasks like scheduling, record-keeping, and communicationManages fleet logistics, vehicle assignments, and maintenance coordination
Required SkillsAdministrative skills, organization, basic knowledge of fleet management softwareLogistics planning, communication, problem-solving
Work EnvironmentOffice setting, administrative departmentsField and office settings, fleet management departments
CertificationsNone typically required, some familiarity with fleet management software beneficialLogistics or transportation certifications advantageous

The Fleet Administrative Assistant primarily handles administrative support tasks within fleet operations, focusing on documentation and communication. In contrast, the Fleet Coordinator actively manages fleet logistics, vehicle scheduling, and maintenance coordination. Both roles are essential in fleet management but differ in scope and responsibilities.

What does a fleet administrative assistant do?

A fleet administrative assistant manages and maintains records related to a company's vehicle fleet, schedules maintenance, processes invoices, and tracks vehicle usage. They often use fleet management software and require strong organizational skills to ensure efficient operation of the fleet.
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Fleet Administrative Assistant jobs near you
Infographic showing various Fleet Administrative Assistant job openings in the United States as of August 2026, with employment types broken down into 2% As Needed, 75% Full Time, 20% Part Time, 1% Temporary, and 2% Contract. Highlights an 98% Physical, 1% Hybrid, and 1% Remote job distribution, with an average salary of $40,391 per year, or $19.4 per hour.

Administrative Assistant - Fleet

Northstar Energy Solutions, LLC.

Grand Prairie, TX • On-site

$16 - $21.25/hr

Full-time

Medical, Dental, Vision, Retirement

Posted 16 days ago

Job description

About Us
NorthStar Energy Solutions, a Quanta Services, Inc. (NYSE:PWR) company, is headquartered in Grand Prairie, TX and operates across the Central Southwest part of the United States. We are leaders specializing in transmission lines, distribution lines, substation construction, foundations, storm damage repairs, and electrical contracting.
Joining our team means being part of an organization that values drive and inclusion. We focus on career development and reward excellence, recognizing each team member's unique contributions. We're at the forefront of powering modern life. Discover how your skills and dedication can make a real difference to us.
About this Role
NorthStar Energy Solutions is seeking a detail-oriented and organized Fleet Administrator to support the daily operations of our Fleet Department. This position is responsible for maintaining fleet records, tracking inspections and compliance requirements, processing invoices and work orders, coordinating equipment inventory updates, and supporting fleet reporting activities.
The Fleet Administrator plays a critical role in ensuring fleet assets are accurately documented, compliant with regulatory requirements, and properly maintained within company systems to support operational efficiency across the organization.
What You'll Do
Fleet Compliance & Inspection Management
  • Track state inspections, DOT inspections, dielectric inspections, crane inspections, DVIRs, and other compliance documentation.
  • Maintain accurate inspection records and expiration dates within Spectrum.
  • Scan and file inspection documents in the appropriate equipment records.
  • Communicate compliance concerns and inspection status updates to fleet, shop, warehouse, transport, and operations personnel.
Equipment Records & Asset Administration
  • Update equipment transfers, asset assignments, locations, and ownership records in Spectrum.
  • Maintain accurate asset information including unit numbers, VINs, assigned personnel, job codes, mileage, and operating hours.
  • Process equipment assignment changes and field updates to ensure reporting accuracy.
  • Support fleet billing, maintenance tracking, and operational reporting through accurate recordkeeping.
Inventory & Asset Verification
  • Review and process weekly equipment inventory reports submitted by field personnel.
  • Generate and distribute monthly equipment verification reports.
  • Update equipment records based on verification responses and inventory findings.
  • Maintain current equipment hours and mileage records.
Equipment Acquisition & Disposition
  • Create and maintain records for newly acquired equipment.
  • Enter inspection, certification, and required compliance information for new fleet assets.
  • Assist with asset disposal activities, including documentation, approvals, payment verification, and file retention.
  • Coordinate vehicle keys, release documentation, and supporting records.
GPS, Camera Systems & Telematics Support
  • Update and maintain Verizon Connect/Telogis equipment information.
  • Coordinate GPS installations, replacements, and repairs with vendors and field personnel.
  • Maintain telematics installation and repair logs.
  • Process approved fleet hierarchy changes and PM service updates.
  • Distribute LYTX alerts and maintain related tracking documentation.
Administrative & Financial Support
  • Process P-Card receipts and maintain supporting documentation.
  • Enter and verify departmental time records within CTAP.
  • Process and file fleet-related invoices.
  • Track missing equipment information and ensure proper document coding.
  • Process WEX fuel receipts and allocate bulk fuel usage for division billing.
Work Orders & Maintenance Documentation
  • Review completed preventive maintenance work orders and update asset maintenance history.
  • Scan and file work orders within the appropriate equipment profiles.
  • Verify maintenance documentation is stored correctly on company servers.
  • Assist with managing repair backlogs by documenting reported equipment issues.
Fleet Operations Support
  • Maintain vehicle issuance documentation and authorization records.
  • Manage company tool inventory records and tracking documentation.
  • Support fleet training and meeting coordination activities as needed.
  • Assist with rental equipment tracking and reporting.
Claims & Reporting
  • Assist with gathering information related to vehicle accident and damage claims.
  • Compile documentation including repair estimates, rental information, and supporting records.
  • Support preparation of monthly maintenance and repair cost reports.

What You'll Bring
Required
  • Bi-Lingual
  • High school diploma or equivalent required; Associate degree in Business Administration or related field preferred.
  • 1-3 years of administrative, fleet, equipment, transportation, or construction support experience preferred.
  • Strong attention to detail with the ability to maintain accurate records and documentation.
  • Proficiency in Microsoft Office applications, especially Excel, Word, and Outlook.
  • Experience working with fleet management, ERP, or asset tracking systems is preferred.
  • Strong organizational, communication, and time management skills.
  • Ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
  • Ability to work effectively with fleet, shop, warehouse, transportation, and field operations personnel.
  • Ability to maintain confidential information and follow company procedures.
Preferred
  • Spectrum
  • CTAP
  • Verizon Connect / Telogis
  • LYTX
  • WEX Fuel Management
  • Fleet Asset Tracking Systems
  • Microsoft Office Suite

What You'll Get
As a Quanta Services employee, we offer a wide range of benefits to fit your needs.
  • 401(k) with immediate matching and vesting
  • Fully comprehensive benefits packages; Medical, Dental, Vision
    • Your choice of PPO, HSA, FSA
  • Short term and long term benefits
  • Employee discounts on consumer goods

Equal Opportunity Employer
All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law.
We are an Equal Opportunity Employer, including disability and protected veteran status.
We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company's Human Resources department.

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