Fleet Administrator

Black & McDonald’s Fleet team is growing! If you are an analytical and collaborative professional searching for the opportunity to build a solid foundation for your career, this position is for you. The Fleet Administrator is located in Kansas City, MO and reports directly to the Fleet Supervisor.

The primary responsibility of the Fleet Administrator is to provide assistance to the Fleet Supervisor. This position will involve various administrative tasks within the fleet department. This position will provide a high level of service for new support services provided centrally to manage our fleet of over 1200 assets consisting of roughly 750 vehicles, 250 trailers, and 200 pieces of construction equipment. The primary focus will be on administration of the services and programs.

The Fleet Administrator will be responsible for the following duties and responsibilities:

• Manage the fleet email inbox, sorting and prioritizing incoming inquiries related to fleet operations. Respond to or forward emails concerning asset management, rentals, invoices, fuel card issues, and other fleet-related inquiries. Ensure that emails are handled promptly and accurately, escalating issues when necessary.

• Coordinate the transport and setup of fleet vehicles, ensuring they are properly prepared for use. Work with internal teams and external vendors to manage the transportation and setup process for new or existing assets.

• Assist with the processing of fleet rental requests. Ensure that rental vehicles are properly set up, with the creation of purchase orders and coordination with vendors to ensure timely and accurate rental asset setups.

• Assist in the management and maintenance of fleet fuel card systems, ensuring that fuel cards are distributed to the appropriate drivers and that usage records are accurate. Track fuel card transactions, identify discrepancies, and work to resolve issues.

• Support the coding and processing of fleet-related invoices, ensuring that invoices are correctly entered into the accounting system and properly matched with purchase orders. Assist in resolving discrepancies and ensuring accurate coding for timely payment

COMPETENCY REQUIREMENTS

• Communicates Effectively

• Customer Focus

• Holds Self and Others Accountable

• Problem Solving and Innovation

EDUCATION REQUIREMENTS

• High School Diploma

WORK EXPERIENCE REQUIREMENTS

• 3-5 years direct client service experience, preferably in a fleet related role

• Previous experience and/or knowledge of vehicles and construction equipment

• Previous experience in an office setting

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

• High proficiency in Microsoft Office, with emphasis on Excel

• Working knowledge of JDE or a large ERP system is a plus

• Comfortable with repetitive tasks and high attention to detail

• Strong interpersonal skills, displaying superior verbal and written communication skills

• Excellent time management and organizational skills

• Ability to work on multiple projects

• Demonstrated commitment to meeting customer expectations

• Highly motivated, efficient, and focused

• Proven ability to work in a fast-paced, high-volume work environment

Black & McDonald welcomes and encourages applications from persons with disabilities.

Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.