Fleet Maintenance Administrator

Powered by in-house technology, TopView creates one-of-a-kind experiences by land and sea for tourists and locals around the world, and builds top notch software solutions that simplify adventure seeking and experience management. We currently operate in NYC, Philadelphia, Washington, DC, Atlanta, and London; and are looking to expand to Boston, Miami, Los Angeles, Las Vegas, Paris, Rome, Barcelona, Dubai, Istanbul and many others in the next few years.

We have experienced rapid vertical and horizontal expansion over the past decade. To further the growth, we are looking for highly ambitious professionals to join our company.

As part of our ongoing expansion, we are seeking skilled Fleet Maintenance Administrators to join our team!

At TopView, we are result-driven. Ambitious, agile, and competitive, we thrive in a fast paced environment by utilizing automation and prioritizing efficiency. If you are ready to build something big - this is the right place for you!

Location: 74 Onderdonk Ave, Queens, New York 11385

Department: Fleet Services

Reports To: Fleet Maintenance Manager

Job Type: Full-Time

Pay Range: $24-$26/hr

Shift: Day

Job Overview

The Fleet Maintenance Administrator is a critical role within the Fleet Services department, responsible for managing the maintenance and operational efficiency of the bus fleet. This position requires a proactive individual with strong organizational skills, attention to detail, and a solid understanding of vehicle maintenance practices. The administrator will ensure that all maintenance operations are conducted in compliance with safety regulations and industry standards while optimizing fleet performance.

Key Responsibilities

• Maintenance Scheduling and Coordination:
• Develop and maintain an effective maintenance schedule for the bus fleet, ensuring all vehicles undergo regular inspections, preventative maintenance, and necessary repairs.
• Coordinate with maintenance personnel to prioritize and assign work orders based on vehicle needs and operational requirements.
• Monitor the status of all maintenance activities to ensure timely completion.
• Record Management and Documentation:
• Maintain accurate and comprehensive records of all maintenance activities, including service history, repairs, and inspections.
• Utilize fleet maintenance management software to track vehicle performance metrics, work orders, and inventory levels.
• Prepare and file reports related to maintenance operations, including compliance and safety audits.
• Compliance and Safety Assurance:
• Ensure that all maintenance practices comply with local, state, and federal safety regulations and industry standards.
• Conduct regular audits of maintenance activities and processes to identify areas for improvement and implement corrective actions as needed.
• Stay current with changes in regulations affecting fleet maintenance and safety protocols.
• Data Analysis and Reporting:
• Analyze maintenance data to identify trends, assess vehicle performance, and develop strategies for improving efficiency and reliability.
• Prepare and present regular reports to management regarding maintenance activities, budget status, and fleet performance metrics.
• Budget and Cost Management:
• Assist in the preparation and monitoring of the maintenance budget, ensuring efficient allocation of resources.
• Track expenditures related to parts, labor, and services, identifying opportunities for cost savings without compromising quality.
• Vendor and Parts Management:
• Liaise with suppliers and vendors to procure parts, equipment, and services required for maintenance operations.
• Evaluate vendor performance and maintain positive relationships to ensure quality service delivery.
• Team Collaboration and Support:
• Work closely with maintenance staff and technicians to capture all maintenance discrepancies and ensure assignments are available to maintenance personnels.
  
  

Qualifications

Education:

Associate’s degree in business administration, Transportation Management, Automotive Technology, or a related field is preferred; relevant experience may substitute for formal education.

Experience

Minimum of 3-5 years of experience in fleet maintenance, transportation management, or a related field.

Proven experience in administrative roles within a maintenance or transportation environment.

Skills

• Strong organizational skills and attention to detail.
• Excellent verbal and written communication abilities.
• Proficient in maintenance management software and Microsoft Office Suite.
• Knowledge of vehicle maintenance practices, safety regulations, and compliance standards.
  
  

Physical Requirements

• Ability to sit for extended periods while performing administrative tasks.
• Occasional lifting of materials or equipment (up to 25 lbs.).
• Willingness to visit maintenance facilities and observe operations.
  
  

Working Conditions

• Primarily an office environment with regular visits to maintenance facilities.
• May require occasional evening or weekend availability for urgent maintenance issues.
  
  

TopView Sightseeing is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.