Administrative Assistant & Fleet Coordinator

Jimmy Jazz; Indianapolis (IN); On-site; USD 42,000 - 54,000; Full time

Job summary

Simmons & Associates in Indianapolis, IN is seeking a Fleet & Administrative Coordinator to manage vehicle fleet administration through Enterprise eFleets, maintain accurate records, coordinate vehicle assignments and maintenance activities. The ideal candidate is proactive, tech-savvy, and capable of managing multiple priorities while ensuring accuracy and compliance in a fast-paced office environment.

This full-time position based in Indianapolis requires excellent communication and

Qualifications

• 2+ years of administrative, operations, fleet, logistics, or office management experience.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Proficiency with Microsoft Office, especially Excel, Outlook, and Word.
• Ability to manage confidential information professionally.

Responsibilities

• Manage daily fleet activities using Enterprise eFleets.
• Coordinate vehicle acquisitions, assignments, transfers, and returns.
• Track vehicle registrations, renewals, insurance documentation, and related compliance requirements.
• Monitor maintenance schedules and coordinate service appointments.
• Maintain accurate fleet records and reporting.
• Assist employees with fleet-related questions and vehicle issues.
• Coordinate with Enterprise representatives regarding fleet needs and service concerns.
• Track fuel cards, toll accounts, and vehicle-related expenses.
• Monitor fleet utilization and identify opportunities for cost savings.

Skills

Organizational skills

Time-management

Attention to detail

Written and verbal communication

Independent work

Education

High school diploma

Tools

Microsoft Office

Job description

• Location Simmons & Associates,Indianapolis, IN, 46201,United States
• Employee Type FT Non Exempt
• Required Degree High school

Description

We are seeking a highly organized and detail-oriented Fleet & Administrative Coordinator to support our growing operations. This role will be responsible for managing vehicle fleet administration through Enterprise eFleets, maintaining accurate records, coordinating vehicle assignments and maintenance activities, and handling a variety of administrative and paperwork-related tasks.

The ideal candidate is proactive, tech-savvy, and capable of managing multiple priorities while ensuring accuracy and compliance.

Key Responsibilities

Fleet Management

• Manage daily fleet activities using Enterprise eFleets.
• Coordinate vehicle acquisitions, assignments, transfers, and returns.
• Track vehicle registrations, renewals, insurance documentation, and related compliance requirements.
• Monitor maintenance schedules and coordinate service appointments.
• Maintain accurate fleet records and reporting.
• Assist employees with fleet-related questions and vehicle issues.
• Coordinate with Enterprise representatives regarding fleet needs and service concerns.
• Track fuel cards, toll accounts, and vehicle-related expenses.
• Monitor fleet utilization and identify opportunities for cost savings.

Administrative Support

• Process and maintain paperwork, forms, and company records.
• Organize electronic filing systems and document retention processes.
• Assist with paperwork and employee record maintenance.
• Manage data entry and ensure accuracy of company information.
• Support leadership with reporting, scheduling, and administrative projects.
• Prepare spreadsheets and generate reports as needed.

Qualifications

Required

• 2+ years of administrative, operations, fleet, logistics, or office management experience.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Proficiency with Microsoft Office, especially Excel, Outlook, and Word.
• Ability to manage confidential information professionally.
• Strong written and verbal communication skills.
• Ability to work independently and follow through on tasks.