Job TitleSupport Services Administrator|
Requisition IDreq1213Type of EmploymentRegular Full-Time Employee|
Job Openings1Compensation Range105,528.00 - 128,978.00|
Compensation TypeAnnual Salary Position Summary
Under the general direction of the Fleet Supervisor and Support Services Supervisor, provides comprehensive administrative and operational support to the Fleet, Support Services, and broader Operations organization. Responsibilities include data entry, invoice processing, work order administration, records management, reporting, scheduling, documentation, and coordination with internal departments, employees, vendors, and service providers. The position also provides backup coverage for administrative functions, supports special projects and operational initiatives, and performs other related duties as assigned.
Specific Responsibilities
Coordinating and implementing the day-to-day activities pertaining to the administrative functions of the Fleet Department and Support Services.
Fleet
- Review vendor invoices against corresponding repair orders in the fleet management system; enter applicable charges and close repair orders upon completion.
- Prepare, code, and process fleet-related invoices for payment using the appropriate general ledger accounts.
- Reconcile fleet credit card transactions and supporting receipts for Purchasing Cards
- Enter Purchasing Card transactions into the fleet management system, associate charges with the appropriate repair orders, and complete required closeout activities.
- Export fuel transaction reports from the fuel management system and import the information into the fleet management system.
- Maintain accurate fleet records and supporting documentation, including records related to the Biennial Inspection of Terminals (BIT) Program, California Air Resources Board (CARB) requirements, smog inspections, smoke opacity testing, vehicle licensing, and equipment registration.
- Coordinate with the California Department of Motor Vehicles (DMV), as needed, to process vehicle and trailer registrations, title changes, renewals, and other complex fleet-related requests.
- Assist with scheduling company vehicles and equipment for preventive maintenance, inspections, repairs, and other required services.
- Review incoming vehicle deficiency reports, enter identified issues into the fleet management system, and support the tracking of repairs through completion.
- Monitor open repair orders and follow up with Fleet personnel, vendors, or other stakeholders to obtain missing information and facilitate timely closeout.
- Maintain organized electronic and physical fleet files in accordance with company recordkeeping and document-retention requirements.
- Assist with maintaining accurate vehicle and equipment information in fleet systems, including asset status, mileage, service history, registration, and assigned department.
- Communicate with employees, supervisors, vendors, and service providers regarding vehicle maintenance, repair status, required documentation, and scheduling.
- Provide administrative support for vehicle acquisitions, assignments, transfers, replacements, disposals, and surplus activities.
- Assist with fleet audits, regulatory reviews, and requests for vehicle, equipment, maintenance, fuel, or registration records.
- Provide backup administrative support for Fleet and Support Services activities, as assigned
Operations Organization
- Provide administrative support to the Operations Organization under the direction of the Support Services Supervisor and other Operations leaders.
- Provide support with claims administration as directed, including tracking claim status, maintaining claim files, coordinating documentation, and communicating with internal and external stakeholders.
- Prepare, process, and maintain operational records, reports, correspondence, forms, and other departmental documentation.
- Support work order administration, tracking, and record retention.
- Assist with the preparation, coding, processing, and reconciliation of invoices, purchase orders, and vendor-related documentation.
- Maintain departmental filing systems, records management processes, and document retention in accordance with company policies.
- Coordinate scheduling, meetings, training events, and administrative activities for Operations personnel.
- Maintain data accuracy within enterprise systems, databases, spreadsheets, and reporting platforms.
- Respond to customer, vendor, contractor, and employee inquiries and route requests to the appropriate personnel.
- Generate recurring and ad hoc reports for operational, financial, and management review.
- Provide backup administrative support for Support Service Supervisor
- Perform other administrative, analytical, and operational support duties as assigned.
Required Knowledge Skills & Abilities
- Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams, with the ability to learn and effectively utilize company-specific systems such as E1, Purchase Card Systems, fleet management software, and other business applications.
- Ability to exercise sound judgment and work independently within established company policies, procedures, and operational guidelines.
- Strong oral, written, and interpersonal communication skills, with the ability to communicate effectively with employees, management, vendors, contractors, and customers.
- Working knowledge of vehicle maintenance, repair processes, equipment operations, and fleet-related administrative functions.
- Highly organized, detail-oriented, and results-driven, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Demonstrated ability to analyze information, identify issues, recommend solutions, and implement corrective actions to support departmental and organizational objectives.
- Skill in planning, organizing, and coordinating purchasing, invoicing, records management, inventory control, general services, and administrative support activities.
- Ability to prepare, maintain, and reconcile records, reports, invoices, work orders, and other operational documentation with a high degree of accuracy.
- Strong customer service focus with the ability to build and maintain positive working relationships across all levels of the organization.
- Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
- Effective problem-solving, organizational, and time management skills, with the ability to prioritize workload and adapt to changing business needs.
- Ability to work collaboratively in a team environment while also performing assignments independently with minimal supervision.
Required Education and Experience
- An associate or bachelor's degree in a related field is preferred. Relevant on-the-job experience, technical school training, or an equivalent combination of education and experience will be considered
Other Requirements
- Must possess a valid California driver's license and have a satisfactory driving record.
