Fleet Administrative Assistant

Fleet Operations Clerk

Company Information

Established in 1976, Flare Construction, LLC, a Quanta Services Company, is a full-service contractor providing customers with heavy, civil, industrial, and energy construction services in 12 western states. Our growth and success are optimized by retaining experienced, long-term employees, prompt responsiveness to customers' needs, exceptional service and craft, and the highest degree of commitment to safety in the work environment. The comprehensive benefits package includes medical, dental, vision, vacation, life insurance, short/long-term disability insurance, 401k, and more.

Job Summary

The Administrative Assistant supports fleet operations by ensuring compliance with Department of Transportation (DOT) regulations and maintaining accurate records related to fleet activities. This role involves processing vehicle documentation, assisting with regulatory filings, and providing administrative support to enhance fleet operations' efficiency and compliance. 

Duties and Responsibilities include but are not limited to the following:

DOT Compliance and Documentation

• Maintain and update records to ensure compliance with DOT regulations, including IRP/IFTA, HVUT, and CDL requirements.
• Process vehicle titles, registrations, and renewals through local DMV offices, online portals, or third-party vendors.
• Assist in monitoring driver qualification files and ensure proper documentation is up to date.
• Prepare and manage DOT compliance audits by organizing necessary records and supporting documentation.

Data Management and Reporting

• Accurately track and record fleet asset data, including locations, registrations, and maintenance schedules.
• Manage fuel card issuance, PIN setups, and fraud investigations using systems like WEX or similar platforms.
• Compile reports related to fleet utilization, compliance, and performance metrics for management review.
• Ensure accurate entry and management of all fleet-related data in internal databases. 

Regulatory Filing and Coordination

• Collaborate with Fleet Manager and Controller to ensure timely and accurate filing of IRP, IFTA, and HVUT reports.
• Support the preparation and submission of DOT-required reports, ensuring deadlines will be met.
• Investigate and promptly address discrepancies in regulatory filings, coordinating with relevant parties to resolve issues.

Administrative Support

• Handle fleet-related inquiries, providing information to internal teams and external stakeholders as needed.
• Organize and maintain physical and electronic filing systems for fleet compliance documentation.
• Assist with technical writing and process documentation to enhance fleet management procedures.
• Support acquisition and disposal of fleet assets, ensuring compliance with DOT requirements throughout the process

Training and Continuous Improvement

• Guide company drivers and team members on DOT compliance requirements. 
• Identify areas for improvement in fleet compliance processes and recommend solutions. 
• Support the implementation of new tools and technologies to enhance compliance tracking and reporting. 
• Collaborate with fleet management to improve DOT compliance and fleet operations workflows. 
• Assist with tracking and maintaining current documentation for rentals.
• Track usage for rental equipment
• Process inspection records and source documents
• Resolve deficiencies by using standard procedures or escalating to the team lead.
• Collaborate with field and vendors to find and secure needed rentals and assist with delivery logistics.

Behavioral Competencies:

• Integrity – Act with integrity: truthfulness, fairness, and honesty.
• Excellent Interpersonal Skills – Be a team player across all departments.
• Hard worker – Has a strong work ethic – is present, on time, and on task.
• Accountability – Take responsibility for your actions and decisions.
• Confidentiality - Protect operations by keeping information confidential.
• Attention to Detail – Demonstrate a thorough concern for the details and understand that a task worth doing is worth doing well.

Qualifications:

• Skills: Strong proficiency in Microsoft Excel, Word, and database management systems; excellent attention to detail and organizational skills.
• Experience: 2 years in fleet administration or DOT compliance roles; experience with IRP/IFTA filings and vehicle registration is highly preferred.
• Education: A high school diploma or GED is required; an associate or bachelor's degree in business, logistics, or a related field is preferred.
• Physical Requirements: This position may require activities such as lifting, bending, and climbing to fulfill job duties.
• Other Requirements: Valid driver's license; ability to pass a background check and drug test.

Benefits:

The comprehensive benefits package includes medical, dental, vision, life insurance, short/long-term disability insurance, and a Vested 401k with immediate employer matching. It also includes EAP, PTO, Holiday Pay, Employee Discount Programs, and more.