Administrative Assistant (Fleet Equipment Maint)

Pulama Lanai; Lanai City (HI); On-site; USD 28,000 - 32,000; Full time

Job summary

Pulama Lanai is seeking a Fleet Maintenance Administrative Assistant to support the fleet maintenance department in Lanai City, Hawaii. You will maintain records, manage schedules, and coordinate communications between drivers, vendors, and internal teams to uphold maintenance standards and regulatory compliance.

The role emphasizes data accuracy, use of FMIS software such as Fleetio, and attention to detail while assisting with safety inspections, budgeting, and report generation to improve

Qualifications

• High school diploma or equivalent.
• Proven experience in data entry or administrative roles, preferably within a fleet management or transportation environment.
• Proficient computer skills, including data entry, spreadsheet software, and FMIS software systems such as Fleetio, RTA Fleet Management, or similar.
• Attention to detail and accuracy, with strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Basic knowledge of fleet management concepts and terminology is desirable.
• Ability to work independently, prioritize tasks, and meet deadlines.
• Strong problem-solving and analytical abilities.
• A commitment to maintaining confidentiality and data protection.
• Ability to adapt to changing priorities and handle multiple tasks simultaneously.

Responsibilities

• Maintain accurate and up-to-date records of all fleet-related activities, including repairs, maintenance schedules, and vehicle inspections.
• Track and document vehicle service history, ensuring that all maintenance records are organized and easily accessible.
• Serve as a point of contact for communication between the fleet maintenance department, drivers, and external service providers.
• Coordinate scheduling of vehicle maintenance and repairs, ensuring minimal disruption to daily operations.
• Assist in communicating with vendors and suppliers to obtain quotes, place orders, and track deliveries of parts and supplies.
• Assist in maintaining compliance with local, state, and federal regulations regarding fleet maintenance and documentation.
• Input data into fleet management software, ensuring accuracy and completeness of information.
• Assist in analyzing data related to vehicle maintenance costs, fuel efficiency, and overall fleet performance.
• Assist in tracking and managing the fleet maintenance budget by recording expenses, preparing reports, and identifying cost-saving opportunities.
• Assist in coordinating safety training programs for fleet personnel.
• Maintain records of safety inspections and ensure compliance with safety standards.
• Data Validation: Perform regular quality checks and audits to ensure data integrity, consistency, and compliance with established standards and policies.
• Record Maintenance: Regularly update and maintain fleet-related records in the FMIS, including vehicle registration, insurance documents, service history, and any other relevant documentation.
• Reporting: Assist in generating reports and extracting data from the FMIS to provide insights and support decision-making processes for fleet management.
• Communication: Collaborate with fleet managers, supervisors, and other relevant stakeholders to gather and verify data, resolve discrepancies, and address any data-related issues.
• Documentation: Maintain accurate and up-to-date documentation of data entry procedures, guidelines, and protocols to ensure consistency and standardization.
• Continuous Improvement: Identify opportunities to streamline data entry processes, enhance data accuracy, and improve overall system efficiency and effectiveness.
• Training and Support: Assist in training new employees on FMIS data entry procedures, best practices, and system functionalities as needed.
• Assists with all Fleet Maintenance administrative functions to include but not limited to vehicle registration, PUC, Safety Inspections, timecards and payroll, purchase orders, invoice processing, travel arrangements, expense reports, etc.
• Performs other duties as assigned.

Skills

Data entry

Administrative skills

FMIS familiarity

Communication

Attention to detail

Time management

Education

High school diploma

Tools

Fleetio

RTA Fleet Management

FMIS software

Job description

The Fleet Maintenance Administrative Assistant plays a crucial role in ensuring the seamless functioning of the fleet maintenance department. This position involves handling administrative tasks, maintaining detailed records, and coordinating communication effectively to uphold the fleet's maintenance standards, regulatory compliance, and overall efficiency.

Compensation

$20.00-$23.10/hour (non-exempt).

Reporting Relationship

Reports to: Director of Fleet Maintenance, Fleet Maintenance Superintendent, Fleet Maintenance Coordinator

Quality Standards

• Conduct individual and business affairs in highest ethical and legal fashion.
• Establish and contribute to a supportive, creative, enthusiastic, and cooperative working environment for all.
• Build strong communication links with supervisors, peers, and employees.
• Continuously strive for excellence in the workplace, the Company environment, and as a Company representative.
• Comply with all Company policies and standards.
• Conducts business in alignment with the Mission, Vision, and Values of Pūlama Lāna‘i.

Responsibilities

Essential Duties

• Maintain accurate and up-to-date records of all fleet-related activities, including repairs, maintenance schedules, and vehicle inspections.
• Track and document vehicle service history, ensuring that all maintenance records are organized and easily accessible.
• Serve as a point of contact for communication between the fleet maintenance department, drivers, and external service providers.
• Coordinate scheduling of vehicle maintenance and repairs, ensuring minimal disruption to daily operations.
• Assists in communicating with vendors and suppliers to obtain quotes, place orders, and track deliveries of parts and supplies.
• Assist in maintaining compliance with local, state, and federal regulations regarding fleet maintenance and documentation.
• Input data into fleet management software, ensuring accuracy and completeness of information.
• Assist in analyzing data related to vehicle maintenance costs, fuel efficiency, and overall fleet performance.
• Assist in tracking and managing the fleet maintenance budget by recording expenses, preparing reports, and identifying cost-saving opportunities.
• Assist in coordinating safety training programs for fleet personnel.
• Maintain records of safety inspections and ensure compliance with safety standards.
• Data Validation: Perform regular quality checks and audits to ensure data integrity, consistency, and compliance with established standards and policies.
• Record Maintenance: Regularly update and maintain fleet-related records in the FMIS, including vehicle registration, insurance documents, service history, and any other relevant documentation.
• Reporting: Assist in generating reports and extracting data from the FMIS to provide insights and support decision-making processes for fleet management.
• Communication: Collaborate with fleet managers, supervisors, and other relevant stakeholders to gather and verify data, resolve discrepancies, and address any data-related issues.
• Documentation: Maintain accurate and up-to-date documentation of data entry procedures, guidelines, and protocols to ensure consistency and standardization.
• Continuous Improvement: Identify opportunities to streamline data entry processes, enhance data accuracy, and improve overall system efficiency and effectiveness.
• Training and Support: Assist in training new employees on FMIS data entry procedures, best practices, and system functionalities as needed.
• Assists with all Fleet Maintenance administrative functions to include but not limited to vehicle registration, PUC, Safety Inspections, timecards and payroll, purchase orders, invoice processing, travel arrangements, expense reports, etc.
• Performs other duties as assigned.

Qualification/Requirements

QUALIFICATIONS

• High school diploma or equivalent. Additional relevant certifications or vocational training is a plus.
• Proven experience in data entry or administrative roles, preferably within a fleet management or transportation environment.
• Proficient computer skills, including data entry, spreadsheet software, and familiarity with FMIS software systems (such as Fleetio, RTA Fleet Management, or similar).
• Attention to detail and accuracy, with strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Basic knowledge of fleet management concepts and terminology is desirable.
• Ability to work independently, prioritize tasks, and meet deadlines.
• Strong problem-solving and analytical abilities.
• A commitment to maintaining confidentiality and data protection.
• Ability to adapt to changing priorities and handle multiple tasks simultaneously.

Required Work Cards/Certifications

• Valid Hawaii Driver’s License and successful review of Motor Vehicle Record

Physical Requirements

• While performing the duties of this job, the employee is regularly required to sit, talk, and listen.
• The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee must regularly lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include close vision, distant vision, and color vision.

The above information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, of all duties, responsibilities and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.