What are the responsibilities and job description for the Fleet Administrator position at Senergy Petroleum Llc?
Fleet Administrator
Drive Efficiency. Ensure Compliance. Keep Operations Moving.
Drive Efficiency. Ensure Compliance. Keep Operations Moving.
Reporting to the Fleet Director, you will collaborate with leadership, fleet maintenance advisors, and operations managers across all regions. This role is essential in managing all data entry and compliance requirements for our commercial and light-duty fleet.
What You'll Do:
Fleet Data & Compliance Management
- Accurately enter and maintain fleet data for commercial and light-duty vehicles.
- Handle all vehicle titling, registrations, IFTA/IRP filings, and permitting processes.
- Ensure HAZMAT permits and overweight/oversize permits are current and compliant.
- Manage fleet insurance lists, vehicle valuations, and leasing documentation.
Reporting & Analysis
- Maintain and manage spreadsheets and reports using Excel and Microsoft BI.
- Analyze fleet data to generate meaningful insights for leadership.
- Oversee maintenance file management to meet and exceed FMCSA and state requirements.
Fleet Operations & Support
- Work closely with AP and vendors to ensure timely invoicing and approvals for repairs.
- Track fleet asset acquisitions, disposals, and ensure accuracy in fleet lists.
- Facilitate annual inspections, product meter calibrations, and fire extinguisher inspections.
- Maintain credit card expense reports related to fleet and travel.
Additional Support & Special Projects
- Assist fleet advisors and operations managers with driver and vendor inquiries.
- Research and order vehicle and equipment parts to reduce repair costs.
- Take on special projects that enhance fleet efficiency and performance.
Supervision of Others
- None
Work Environment
- Typically work is performed in an office setting.
Physical Demands
- Able to sit and stand for extended periods of time.
- Able to move about office setting to complete responsibilities.
- Able to move freely around work and customer sites.
- Able to climb stairs and ladders, kneel, bend, and stoop.
- Heavy use of phone, computer, and office equipment.
- Able to lift up to 25 lbs.
Travel
- Up to 10% (Other Company Sites/Vendors)
What You Will Bring
Technical & Industry Knowledge
Regulatory Compliance Strong understanding of DOT, OSHA, MSHA, and other federal and state regulations governing fleet operations and safety.
Fleet Operations & Maintenance Experience managing fleet operations in a large trucking environment, including maintenance budgeting, inventory control, and repair outsourcing.
IRP & IFTA Expertise Proficient in International Registration Plan (IRP) asset filing and renewal, as well as quarterly tax filing for the International Fuel Tax Association (IFTA).
Motor Vehicle Department Processes Knowledge of MVD filing and processes for both light-duty and motor carrier equipment.
Telematics & Fleet Technology Hands-on experience with fleet telematics systems such as Samsara, PeopleNet, and Motive to track vehicle performance, compliance, and safety.
Purchase Order Management Experience with creating and issuing purchase orders for fleet-related expenditures.
Fleet Operations & Maintenance Experience managing fleet operations in a large trucking environment, including maintenance budgeting, inventory control, and repair outsourcing.
IRP & IFTA Expertise Proficient in International Registration Plan (IRP) asset filing and renewal, as well as quarterly tax filing for the International Fuel Tax Association (IFTA).
Motor Vehicle Department Processes Knowledge of MVD filing and processes for both light-duty and motor carrier equipment.
Telematics & Fleet Technology Hands-on experience with fleet telematics systems such as Samsara, PeopleNet, and Motive to track vehicle performance, compliance, and safety.
Purchase Order Management Experience with creating and issuing purchase orders for fleet-related expenditures.
Operational & Administrative Skills
Computer Proficiency Strong skills in software applications such as NetSuite, Microsoft Office (Excel, Word), and ERP systems (NetSuite experience is a plus). Ability to quickly learn company-specific systems like BHOS.
Organizational Skills Highly organized with the ability to effectively multitask in a fast-paced environment.
Attention to Detail Ability to accurately manage vehicle registrations, permits, compliance documentation, and financial records.
Organizational Skills Highly organized with the ability to effectively multitask in a fast-paced environment.
Attention to Detail Ability to accurately manage vehicle registrations, permits, compliance documentation, and financial records.
Interpersonal & Professional Abilities
Communication Skills Strong verbal and written communication skills to effectively collaborate with internal teams, vendors, and regulatory agencies.
Valid Drivers License Ability to travel as needed with an acceptable driving record.
Adaptability & Work Ethic Thrives in a dynamic, high-energy environment while maintaining professionalism and a positive attitude.
Ethical Standards Commitment to upholding company values and maintaining ethical integrity in all responsibilities.
Valid Drivers License Ability to travel as needed with an acceptable driving record.
Adaptability & Work Ethic Thrives in a dynamic, high-energy environment while maintaining professionalism and a positive attitude.
Ethical Standards Commitment to upholding company values and maintaining ethical integrity in all responsibilities.
Preferred
- Prior experience related to mining and railroad property.
- Trade or technical school (Certificate or diploma) in an applicable field or advanced degree.
- Experience in lubricant industry, fuel industry, or transportation industry.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EEO Statement
Senergy Petroleum is an equal opportunity employer and prohibits discrimination and harassment of any kind. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, veteran status, or any other characteristic protected by applicable law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
