Fleet Administrator - (Free Healthcare)

Who we are:

Conway Beam Leasing Inc. is a full-service truck rental & leasing company. As a proud fourth-generation company, Conway Beam will continue to deliver on a 70-year tradition of providing the transportation industry with superior equipment and services. We are members of NationaLease and the Mack and Volvo truck leasing systems. Conway Beam Truck Group is Upstate New York's largest Mack, Volvo, Hino, and Isuzu commercial truck dealership.

Conway Beam has an immediate opening for a detail-oriented Fleet Administrator to join our team.

Essential Duties and Responsibilities:

• Utilizing accounting software for daily, weekly, and monthly billing of vehicle lease and rental contracts, fuel, and tolls.
• Processing cash receipts for deposits to the bank and handling credit card payments.
• Posting to customer accounts daily.
• Monthly trip reporting for Highway Use Tax (HUT) and International Fuel Tax Agreement (IFTA) fuel tax compliance. This would include confirming accuracy and completeness, collaborating with fleet managers to resolve discrepancies, monitoring compliance, record retention, and supporting audits.
• Assisting the Lease Administration Manager with permitting and registration of the lease/rental fleet.
• Promptly address customer inquiries and problem-solving customer invoice questions.
• Full ownership of the collections process, including sending emails, making calls on outstanding receivables, and reporting to management.
• Supporting sales team in lease account management; oversee the lifecycle of lease agreements, from initiation to renewal or termination, ensuring all parties comply with the lease terms.
• Identifying & helping to develop and implement areas for process improvements.
• Maintaining organized and complete electronically filed records per record retention policies.
• Greeting guests, answering phones, and transferring calls.

Qualifications:

• A minimum of 3 years of office administration experience including accounting or recordkeeping, preferably in the vehicle leasing or dealership industry is required.
• Knowledge of accounting software and general billing systems.
• Experience with tax compliance, particularly IFTA and NY HUT regulations, is preferred.
• Strong communication and customer service skills with the ability to resolve issues and handle customer inquiries professionally.
• Detail-oriented, with a high degree of accuracy and organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Proficient in Microsoft Office, particularly Excel, and comfortable with various accounting and billing software.

Pay: $23.00 - $25.00 per hour; based on experience

Job Type: Full-time; M-F 8-hour shift

Reports to: Lease Administration Manager

Benefits:

• Medical insurance w/option for free plan
• Dental insurance
• Vision insurance
• 401(k) w/ Company match
• Employee Assistance Program
• Paid training
• Flexible Spending Account
• Health Savings Account
• Life insurance
• Paid Time Off
• Parental leave

License/Certification:

• Valid Driver's License meeting insurance approval (Required)

Work Location: In-person; Rochester, NY

Company Core Values:

● INTEGRITY: All Conway Beam employees are to treat everyone with uncompromising

honesty.

● LOYALTY: It is our promise to demonstrate genuine commitment to the well-being of our

customers and employees.

● ACCOUNTABILITY: Our employees are committed to taking full responsibility for their

performance.

● HIGHEST STANDARDS: The Conway Beam team will continue to strive to exceed all goals.

● TRADITION: Since 1950, the Conway Beam tradition encourages every team member to

treat fellow employees, suppliers, and customers with the respect, concern, and

understanding we would extend to members of our own family.

Conway Beam Truck Group is an Equal Opportunity Employer.

Veterans are encouraged to apply.

www.conwaybeam.com

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person