Fleet Administrator Assistant
3 days ago
Jacksonville
Job Description FLSA Status: Salary Exempt Reports To: Fleet Manager 8/13/25 Essential Job Functions: * Invoice Processing: Handle incoming fleet-related invoices and ensure timely approvals and accurate coding. * Telematics Tracking: Monitor equipment usage and vehicle activity using tracking software. * Reports & Utilization: Assist with generating fleet utilization and equipment performance reports. * Budget Meeting Prep: Help create agendas and supporting documents for fleet budget meetings. * Fleet Data Management: Maintain accurate records of equipment, vehicles, and repair history. * Scheduling Support: Coordinate inspections, repairs, registrations, and preventive maintenance. * Knowledge, Skills, and Abilities Required to Perform Essential Functions Skills and Abilities: * Solid administrative or office support experience, preferably in construction or fleet operations. * Tech-savvy and comfortable learning telematics or fleet management platforms. * Ability to juggle multiple tasks while staying highly organized. * Clear and professional communication skills. * Thrives in a fast-paced, team-oriented environment. Physical Requirements: Ability to stand or sit for extended periods; handle and manipulate controls on a repetitive basis. Strong visual and auditory acuity, able to distinguish back-up alarms, voices, and other typical construction site sounds to ensure site safety. Ability to climb in and out of equipment and handle equipment safely. Ability to lift up to 40 lbs as necessary for site safety and maintenance activities. Environmental Adaptability: Work in various weather conditions and across different locations and times of day. The role requires outdoor work and the ability to adapt to changing environmental factors. Required to wear protective gear including a hard hat, hearing and eye protection, and high-visibility clothing as per job site safety protocols. Training and Experience: * Minimum 3–5 years of administrative support experience, preferably in fleet, logistics, or construction operations. * Proficiency with fleet management and telematics platforms such as Samsara, Geotab, or Ford Pro (or ability to learn quickly). * Strong working knowledge of Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and database management tools. * Experience processing vendor invoices, expense tracking, and supporting budget planning. * Familiarity with scheduling inspections, repairs, registrations, and preventive maintenance for vehicles and equipment. * Understanding of DOT compliance requirements, driver documentation, and vehicle recordkeeping. * Ability to generate, maintain, and analyze fleet utilization and performance reports. * Excellent organizational skills with the ability to manage multiple tasks and deadlines simultaneously. * Clear, professional communication skills for interacting with vendors, drivers, mechanics, and internal teams. COMPANY VALUES: Accountability * Put safety first – It’s our priority! * Plan the work – Prepare relentlessly. * Communicate expectations – Clear, concise, consistent. * Execute the plan – Be efficient and effective. * Take extreme ownership – Solve problems, no excuses. Character * Operate with integrity – Do the right thing. * Respect others – Show empathy. * Honor commitments – Follow up. * Be trustworthy – Do what you say. * Practice humility – No jerks allowed! Team * Share the vision – Set and meet goals. * Develop individuals – Develop the team. * Practice servant leadership – Help others succeed. * Use the genius of the team – Share knowledge for success. * Be determined to WIN! Do your best for the team. NOTICE:Job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice. About Petticoat-Schmitt: Headquartered in Jacksonville, Florida, Petticoat-Schmitt Civil Contractors, Inc., is a privately owned civil contracting firm. Petticoat-Schmitt Civil Contractors, Inc., performs work in the public and private market and specializes in clearing, grading, underground water/utility, roadway, and wastewater plant construction throughout the southeast. We offer an exciting and challenging work environment, top pay, and benefits. Our benefits include medical, dental, vision, life insurance, short term disability, accident, 401(k) with 100% match on the first 4%, holidays, and PTO. Petticoat-Schmitt Civil Contractors, Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.