Fleet Leasing Admin

Fleet Leasing Admin Department: Fleet Operations / AdministrationLocation: Las Vegas, NevadaReports To: Operations Manager / General ManagerEmployment Type: Full-Time Position Summary The Fleet Leasing Admin is responsible for managing the day-to-day administrative functions of the company's vehicle leasing program. This role serves as the primary point of contact for drivers regarding vehicle assignments, lease agreements, payments, account maintenance, and fleet-related documentation. The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple driver accounts while maintaining accurate records, supporting fleet utilization, and ensuring compliance with company policies and applicable regulations.

What we can do for you as a Fleet Leasing Admin:

• Health, Dental, Vision and Life Insurance
• Paid Time Off
• Holiday Pay
• 401k with matching up to 3%
• Shift: Tuesday - Saturday (Day Shift)

Essential Duties and Responsibilities

1. Fleet Leasing Administration

• Prepare, process, and maintain driver lease agreements and related documentation.
• Coordinate vehicle assignments, lease renewals, extensions, and lease terminations.
• Explain lease terms, payment schedules, deposits, and company policies to drivers.
• Maintain accurate driver files and leasing records.
• Track lease expiration dates and proactively coordinate renewals.
• Assist with new driver onboarding and verification of required documentation.

2. Payment and Account Management

• Monitor daily, weekly, and monthly lease payments.
• Collect, record, and reconcile driver lease payments.
• Maintain accurate driver account balances and payment histories.
• Follow up on overdue accounts and outstanding balances.
• Prepare leasing and collections reports for management review.
• Research and resolve payment discrepancies as needed.

3. Fleet Coordination

• Maintain an up-to-date inventory of leased fleet vehicles.
• Coordinate vehicle issuance and return procedures.
• Document vehicle condition at assignment and return.
• Partner with maintenance personnel on vehicle repairs, servicing, and inspections.
• Track fleet availability, utilization, and downtime.
• Report vehicle damage, accidents, and operational concerns to management.

4. Driver Support and Customer Service

• Serve as the primary administrative contact for drivers participating in the leasing program.
• Respond to questions regarding leases, payments, accounts, and vehicle assignments.
• Provide timely assistance with account inquiries and lease documentation.
• Address driver concerns professionally and escalate issues when necessary.
• Foster positive working relationships with drivers and internal departments.

5. Recordkeeping and Reporting

• Maintain organized electronic and physical leasing records.
• Prepare daily, weekly, and monthly fleet leasing reports.
• Track fleet utilization, leasing revenue, deposits, and outstanding balances.
• Ensure all required documentation is completed and properly filed.
• Support management with reporting, audits, and operational reviews.

6. Compliance and Administrative Support

• Ensure lease agreements and driver documentation are completed accurately and in accordance with company requirements.
• Follow established company policies and applicable transportation regulations.
• Maintain confidentiality of driver, financial, and company information.
• Assist with audits, inspections, and documentation requests.
• Identify and report compliance concerns and policy violations.

Qualifications and Requirements

• High school diploma or equivalent required.
• Previous experience in fleet administration, vehicle leasing, transportation operations, rental management, or customer service preferred.
• Experience handling payments, account reconciliation, and recordkeeping.
• Strong organizational, multitasking, and time-management skills.
• Proficiency in Microsoft Office Suite, including Excel, Outlook, and Word.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong attention to detail and problem-solving abilities.
• Ability to communicate professionally with a diverse driver workforce.

Key Performance Indicators (KPIs)

The Fleet Leasing Admin will be evaluated based on:

• Accuracy and completeness of leasing documentation.
• Timely processing and posting of driver payments.
• Reduction and management of overdue accounts.
• Accuracy of fleet inventory and driver records.
• Timely lease renewals and account follow-up.
• Driver satisfaction and customer service responsiveness.
• Quality and accuracy of reporting and administrative records.

Work Environment This position operates in a fast-paced transportation environment and requires regular interaction with drivers, management, maintenance personnel, and office staff. The Fleet Leasing Admin must be comfortable managing multiple priorities, resolving administrative issues, and maintaining accurate leasing and fleet records. Overall Objective To support the efficient operation of the company's vehicle leasing program by maintaining accurate driver accounts, administering lease agreements, coordinating fleet assignments, monitoring payments, and providing exceptional administrative support to drivers and management.