Fleet Administrator

Job Description

Job Summary The Fleet Administrator will support day-to-day fleet operations with a major focus on DOT compliance onboarding for approximately 100 drivers. This person will collect and track driver documentation, maintain accurate fleet records, follow up on outstanding requirements, and help ensure vehicles and drivers remain compliant. This role requires someone who is highly organized, detail-oriented, persistent with follow-up, and comfortable communicating with drivers and managers.

Responsibilities

• Coordinate DOT compliance onboarding for approximately 100 drivers, including physicals, Motor Vehicle Records (MVRs), and other required documentation
• Set up and maintain driver files with the appropriate vendor
• Track outstanding DOT requirements and consistently follow up with drivers until documentation is complete
• Assist with fleet portal requests and general fleet administration
• Audit fleet systems to ensure vehicles have the correct GPS devices, driver assignments, and required dashcams
• Verify vehicle registrations, license plates, and company decals are accurate and current
• Maintain accurate driver information across fleet systems, including mobile numbers and fuel card assignments
• Remove inactive drivers from the MVR program
• Track vehicle recalls and maintenance requirements and communicate outstanding items to drivers and managers
• Maintain accurate fleet data and handle confidential driver and company information appropriately

Skills and Requirements

• Strong administrative, planning, or customer service experience
• Experience handling documentation, records, or compliance-related processes
• Strong follow-up skills and ability to stay on top of multiple outstanding items
• Highly organized with excellent attention to detail and data accuracy
• Comfortable communicating regularly with drivers, employees, and managers to obtain required information
• Strong problem-solving and decision-making skills
• Basic Microsoft Excel skills
• Ability to handle confidential information professionally
• Previous fleet administration or fleet operations experience
• Experience with DOT compliance, driver files, MVRs, or transportation regulations
• Experience with SharePoint
• Familiarity with telematics, GPS, dashcams, fuel cards, or vehicle maintenance tracking

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal employment opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment without regard to race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request to HR@insightglobal.com.