The Fleet Administrative Specialist supports the Fleet Services department by managing vehicle compliance, maintenance reporting, procurement tracking, and cross-functional administrative processes. This role ensures the accuracy and efficiency of fleet operations through detailed recordkeeping, vendor coordination, and internal collaboration. The Specialist plays a key role in maintaining regulatory compliance, supporting procurement activities, and providing backup across critical fleet functions.

• Manages vehicle registrations and permitting for Vermont Divisions, including 2290 enrollments, IFTA tracking, and ensuring all documentation is current and compliant with government regulations.
• Coordinates driver-related responsibilities, including training programs, safety initiatives, paperwork, contracts, and maintaining proper vehicle insurance.
• Oversees vehicle maintenance and repair, ensuring timely service, accurate record-keeping, and communication of maintenance metrics, oil sampling results, and manufacturer recalls.
• Maintains and updates fleet data, including VINs, plate numbers, tire sizes, permits, and registration details, ensuring accuracy and compliance.
• Supports acquisitions by traveling to sites, assisting with onboarding new trucks, and helping local teams gather required fleet information.
• Handles administrative tasks, such as ordering office supplies, maintaining inventory, scanning and distributing E-Z Pass invoices, and managing departmental correspondence and records.
• Prepares complex reports and presentations, often of a confidential nature, and ensures departmental operations aligned with organizational policies and procedures.
• Coordinates procurement processes, including internal equipment requests, vendor quotes, sales orders, and maintains electronic tracking systems and procurement reports.
• Maintains fleet files and systems, including removing sold units from Transman, archiving records, and processing new parts requests.
• Monitors compliance with DVIRs and DOT roadside inspections, and tracks technician tool inventories and reimbursements.
• Assists with event planning, including scheduling the Maintenance/Operations Conference and related meetings.
• Cross-trains as backup for various departmental functions such as warranty processing, fuel card and container ordering, title tracking, and internal equipment sales documentation.
• Participates in training and other learning opportunities to expand knowledge of the company, products, sales and services and performs any other duties needed to help drive our vision, fulfill our mission, and/or abide by our core values.

Career Path Definitions & Distinctions
Fleet Administrative Specialist I - 0–2 years of progressively complex experience in fleet operations or administrative support. Demonstrated knowledge of vehicle registration, permitting, and compliance requirements such as DOT and IFTA. Proficient in maintaining accurate fleet records, coordinating driver paperwork and training, and supporting vehicle onboarding during acquisitions. Able to manage multiple administrative tasks including procurement tracking, maintenance reporting, and data entry in fleet systems like Transman. Works collaboratively with internal teams and external vendors to ensure smooth fleet operations. Capable of solving routine operational issues and contributing to process improvements.
Fleet Administrative Specialist Senior - 3–5+ years of increasingly responsible experience in fleet management or logistics operations. Demonstrated leadership in overseeing fleet compliance, procurement strategies, and cross-functional coordination. Proficient in analyzing fleet performance data, managing vendor relationships, and implementing safety and operational policies. Able to lead departmental projects, mentor junior staff, and represent the fleet team in strategic planning initiatives. Skilled in identifying and executing process improvements that enhance efficiency and align with organizational goals. Serves as a subject matter expert and trusted advisor within the department.

The ideal candidate possesses strong written and verbal communication skills, along with proficiency in Microsoft Office, particularly Excel. They should be capable of managing multiple tasks and priorities efficiently. Familiarity with fleet maintenance systems, such as Transman, is considered a plus. Required experience includes administrative support or operations within a fleet, maintenance, or procurement environment. Preferred experience includes knowledge of truck or heavy equipment maintenance processes and familiarity with equipment or vehicle procurement. A high school diploma or equivalent is required, while an associate or bachelor’s degree in business administration, logistics, or a related field is preferred. Additionally, candidates must be legally eligible to work in the U.S., hold a valid driver’s license, and be able to travel occasionally as needed.

A detail-oriented and collaborative professional with strong organizational skills and a proactive approach to problem-solving. This role requires adaptability, a service mindset, and the ability to manage multiple priorities in a fast-paced environment.

Medical, Dental, Vision, Life & Disability Insurance, Maternity & Parental Leave, Flexible Spending Accounts, Discounted Stock Program, 401K, Employee Awards, Employee Assistance Plan, Wellness Incentive, Tuition Assistance, Career Pathways, and More.