Fleet & Shop Administrator
3 days ago
Richmond
Build Your Career with Liesfeld Contractor \n \n At Liesfeld Contractor, our fleet is a critical part of our operation. From heavy equipment and excavation machinery to CDL trucks, pickups, trailers, and attachments, our equipment supports some of the most challenging heavy civil and site development projects throughout the Greater Richmond region. \n \n The Fleet & Shop Administrator helps keep that fleet moving by making sure the administrative side of Repair & Maintenance is organized, accurate, and consistently followed through. You’ll work behind the scenes and across departments to maintain records, coordinate preventive maintenance information, process invoices, manage vehicle documentation, track permits and renewals, support fleet reporting, and keep information flowing between the shop, field, vendors, Finance, Safety, and company leadership. \n \n This role requires someone who notices the details, asks questions when information is missing, follows up when something is overdue, and takes ownership of seeing tasks through to completion. If you are someone who enjoys creating order, solving administrative problems, working with systems, and becoming the person others can rely on to keep important details from falling through the cracks, we want to hear from you. \n \n Schedule \n\n • Full-time | Monday–Saturday\n, • Monday–Friday: 6:00 AM–5:30 PM | Saturday: 6:00 AM–12:30 PM | Average 58+ hours per week\n\n schedule may vary based on operational needs, emergency repairs, and field demands \n Key Responsibilities\n HCSS Equipment360 & Maintenance Administration \n\n • Coordinate heavy-equipment preventive maintenance scheduling and service completion.\n, • Create, update, and close PM and repair work orders in HCSS Equipment360.\n, • Enter dealer, repair, and Carter block-time invoices.\n, • Maintain repair, service, warranty, and maintenance records for equipment, trucks, pickups, and trailers.\n, • Maintain equipment and truck repair backlogs and follow up on missing information.\n, • Set up new equipment and vehicles and maintain warranty information and expiration dates.\n, • Use Equipment360 alerts to help prevent missed warranty deadlines.\n, • Perform biannual service reconciliation by comparing vendor invoices with Equipment360 records.\n, • Help ensure Equipment360 information is accurate, complete, and current.\n\n On-Road Vehicle Administration \n Own recurring administrative requirements for CDL trucks, pickups, and trailers, with operating information provided by the Truck Shop Foreman. \n\n • Manage titles, DMV paperwork, registrations, license plates, and Heavy Highway Use Tax.\n, • Process and track overweight, EZ-Haul, superload, tarp, axle-up, and related permit items.\n, • Administer E-ZPass accounts, devices, assignments, and changes.\n, • Maintain truck, pickup, trailer, driver, Smart Tag, license, and asset records in TENNA and Verizon.\n, • Keep safety-inspection records current using information provided by the Truck Shop Foreman and Safety Department.\n, • Track renewals, recurring deadlines, permits, registrations, and account requirements.\n, • Handle weekly physical timecards and field-mechanic timecards.\n, • Keep on-road records organized so routine administrative work does not fall back on the Truck Shop Foreman or other administrators.\n\n Fleet Data & Reporting \n\n • Verify machine-hour and odometer information used for reporting.\n, • Support monthly equipment-hour, utilization, idle-time, and vendor-spend reporting.\n, • Help compare Equipment360 costs with accounting records and review rental invoices for accuracy and double billing.\n, • Maintain rental records and supporting documentation.\n, • Work with Taylor on equipment numbers, identification, attachment records, and location tracking.\n, • Help maintain accurate information across Equipment360, TENNA, VisionLink, Verizon, accounting, and repair records.\n, • Organize information supporting replacement planning, warranty recovery, and fleet-cost analysis.\n\n Telematics & Technology \n\n • Support VisionLink and heavy-equipment telematics administration.\n, • Maintain OEM telematics connections and equipment records.\n, • Set up mechanic tablets through HCSS.\n, • Coordinate Equipment360 and shop-computer updates with Taylor and IT.\n, • Administer company iPads and cell phones, including assignments and records.\n, • Coordinate device ordering and Verizon account needs with the appropriate employees.\n\n Communication & Coordination \n\n • Work with the Truck Shop Foreman and Equipment Manager to maintain accurate fleet and PM information.\n, • Work with mechanics to collect missing work-order, timecard, and repair information.\n, • Work with vendors to obtain invoices, service records, and supporting documents.\n, • Work with Finance to resolve missing or incorrectly coded fleet costs.\n, • Keep Taylor informed of overdue work, missing information, upcoming renewals, and issues requiring a decision.\n, • Learn DMV, permit, E-ZPass, timecard, and fleet-record processes from Cielo during transition.\n, • Build simple checklists and recurring processes so important work does not depend on memory.\nRequired Qualifications\n\n, • Strong organization and attention to detail.\n, • Excellent follow-through and ability to manage multiple deadlines.\n, • Comfortable working with spreadsheets, software systems, and electronic records.\n, • Experience reviewing invoices and comparing information between systems.\n, • Clear communication with mechanics, vendors, managers, and office staff.\n, • Ability to identify missing or inconsistent information and resolve issues.\n, • Willingness to learn trucking, fleet, and heavy-equipment terminology.\n, • Ability to appropriately handle confidential company and employee information.\n, • Ability to work independently and recognize when decisions need to be escalated.\nPreferred Qualifications\n\n, • Experience in fleet, trucking, transportation, heavy equipment, repair shop, or construction administration.\n, • Experience with vehicle titles, registrations, permits, DMV processes, or transportation documentation.\n, • Experience coordinating preventive maintenance and service records.\n, • Experience with invoice entry, cost tracking, and reconciliation.\n, • Experience with HCSS Equipment360 or similar fleet/equipment management systems.\n, • Experience with TENNA, VisionLink, Verizon fleet systems, or similar technology.\n, • Proficiency with Microsoft Excel, Outlook, and Microsoft Office.\n, • Mechanical knowledge is a plus.\nPhysical Requirements\n\n, • Ability to work in office, shop, field, and construction environments.\n, • Ability to frequently walk through shop and active work areas.\n, • Ability to occasionally inspect trucks, trailers, and construction equipment.\n, • Ability to work outdoors in varying weather conditions.\n, • Ability to wear required PPE in shop and field environments.\n, • Ability to occasionally lift up to 50 pounds.\nWhat Success Looks Like\n Success means keeping fleet and shop administration accurate, organized, current, and proactive. The Fleet & Shop Administrator will: \n\n • Ensure work orders, invoices, service records, and maintenance information are entered accurately and on time.\n, • Help make HCSS Equipment360 a reliable source for open repairs, PMs, and service history.\n, • Maintain consistent processes for vehicle administration and documentation.\n, • Proactively track registrations, permits, warranties, E-ZPass accounts, and recurring requirements.\n, • Keep truck, pickup, trailer, driver, and equipment records current.\n, • Provide accurate information to the Project Administrator, Truck Shop Foreman, Equipment Manager, and other key team members without requiring them to chase paperwork.\n, • Identify and resolve missing or inconsistent information.\n, • Reduce administrative gaps and improve communication between the shop, fleet, field, and office.\n, • Build repeatable processes that improve accountability and efficiency.\n, • Become a dependable resource who takes ownership of fleet and shop records from start to finish.\nWhy Join Us\n\n, • Join a newly created position with the opportunity to establish processes and grow with the role.\n, • Work on meaningful infrastructure and site development projects throughout Greater Richmond.\n, • Support a diverse fleet of trucks, trailers, heavy construction equipment, and attachments.\n, • Work alongside experienced professionals across operations, maintenance, fleet, and project management.\n, • Be part of a family-owned company committed to quality, craftsmanship, and long-term employee success.\n, • Directly contribute to fleet organization, equipment reliability, and operational efficiency.\n, • Develop valuable experience with fleet systems, maintenance administration, reporting, and equipment operations.\n, • Take on increasing responsibility as the company and fleet administration function grow.\nBenefits\n\n, • Competitive salary based on experience\n, • Health, dental, and vision benefits\n, • Disability and life insurance\n, • 401(k) retirement plan with employer match\n, • Employee recognition and perk programs\n, • Paid time off and paid holidays\n, • Career advancement and professional development opportunities\n, • Supportive, team-oriented work environment\n\n Looking for an opportunity to make a direct impact on fleet operations and help keep construction projects moving? Join Liesfeld Contractor and become an integral part of the team that keeps our trucks, trailers, and equipment operating at their best. Apply today and build your future with us. \n Apply today: https://liesfeld.com/job/fleet-shop-administrator/