Administrator (Fleet)

JC Davis Ventures LLC dba JC Davis Power; Elgin (TX); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health Insurance

401k matching

Flexible PTO

Life Insurance

Job summary

JC Davis Ventures, LLC dba JC Davis Power is seeking a Fleet Administrator to manage asset records, lifecycle data, and related paperwork for a growing power equipment fleet in a hybrid on-site role at Elgin. You will own asset data accuracy, perform reconciliations, and generate fleet reports to support leadership decisions.

You will collaborate across Shops, Operations, Finance and Supply Chain; maintain audit-ready documentation; and help ensure timely onboarding, transfers, refurbishments

Qualifications

• 2-5+ years in fleet administration, equipment asset records, operations coordination, accounting support or similar work
• Strong Excel skills
• Experience with ERP, rental, maintenance or fixed-asset systems
• Strong attention to detail and disciplined documentation habits
• Ability to manage recurring reconciliations and deadlines
• Clear communicator who can work across the shops, Operations, Finance and Supply Chain

Responsibilities

• Asset records: Create and maintain equipment records with asset ID, tag, make, model, serial number, year, class, specs, ownership and financial status.
• Data validation: Check documents, flag missing or unverified information, ensure consistent naming across systems.
• Reconciliation: Reconcile records across rental, maintenance and fixed-asset/finance systems; log corrections with evidence.
• Fleet reporting: Prepare recurring schedules/reports by class, age, status, location, cost, refurbishment spend; support leadership with data requests.
• Lifecycle paperwork: Coordinate onboarding, purchase documents, commissioning dates; track refurbishment costs and disposition files.
• Cross-team coordination: Work with Shops, Operations, Finance, and Supply Chain to resolve discrepancies.
• Audit readiness: Keep asset history and documents audit-ready.

Skills

Fleet admin

Excel

ERP systems

Data reconciliation

Cross-team coordination

Documentation

Tools

ERP systems

Excel

Job description

At JC Davis Ventures, LLC dba JC Davis Power, we keep work moving with smart, reliable solutions that allow our people and our partners to stay safe, focused, and ahead. Powering a jobsite shouldn't be a hassle. But too often, crews are left waiting, equipment breaks down, vendors go dark, and deadlines slip.

We started JC Davis Power to fix all of that. We're a full-service jobsite operations partner, delivering and maintaining temporary power, climate control, and tower lighting. All with one reliable crew. No handoffs. No confusion.

We show up, solve problems, and do the work the right way. Whether you're supporting customers in the field, building systems behind the scenes, or helping drive the business forward, you'll be part of a team that values reliability, accountability, and getting the job done.

Simple - Reliable - Done Right!

The Role

Our fleet is the product. Every generator, light tower and climate control unit has to be tracked accurately from the day we buy it to the day we sell it. As our Fleet Administrator, you'll keep those asset records complete, accurate and current. You'll also run the paperwork behind each stage of the equipment lifecycle: acquisition, transfers, refurbishment and disposition. Fleet strategy, the shops, Finance and leadership all depend on your data. You are the person who keeps each machine’s record accurate, ensures matching data across our different systems, owns fleet reporting, and keeps documentation audit-ready.

This is a full-time, hybrid role working onsite 4 days per week at our Elgin location.

What You'll Do

• Asset records: Create and maintain equipment records, including asset ID and tag, make, model, serial number, verified manufacture year, class, specifications, and ownership and financial status. Work with Operations and the shops to track locations, transfers and status changes.

• Data validation: Check supporting documents, and flag missing, conflicting or unverified information instead of estimating values. Keep equipment classes and naming consistent across our asset and rental systems.

• Reconciliation: Reconcile records across our rental, maintenance and fixed-asset/finance systems. Find exceptions and follow each one to resolution, and log every correction with its source evidence.

• Fleet reporting: Prepare recurring fleet schedules and reports by asset class, age, status, location, acquisition cost and refurbishment spend. Assist Leadership with data requests on fleet economics, utilization, availability and valuation, and confirm definitions with data owners.

• Lifecycle paperwork: Coordinate onboarding records, purchase documents and commissioning dates for new assets, and hand them off to Finance and Operations. Track refurbishment dates, costs, scope and invoices as directed by Leadership and Finance. Keep disposition and sale files complete for financial reconciliation.

• Cross-team coordination: Work with the shops, Operations, Finance and Supply Chain to get records on time and resolve discrepancies. Document maintenance and refurbishment milestones, and coordinate asset purchase paperwork with Supply Chain.

• Audit readiness: Keep asset history and supporting documents easy to find for audits, lender reporting and valuations.

What We're Looking For

• 2-5+ years in fleet administration, equipment asset records, operations coordination, accounting support or similar work

• Strong Excel skills

• Experience with ERP, rental, maintenance or fixed-asset systems

• Strong attention to detail and disciplined documentation habits

• Ability to manage recurring reconciliations and deadlines

• Clear communicator who can work across the shops, Operations, Finance and Supply Chain

Preferred

• Experience in equipment rental, power generation, industrial fleet or fixed-asset reporting

What Success Looks Like

• Asset master records are complete and verified, with a low error and exception rate

• New assets, status changes and reports are completed on time

• Discrepancies are few and get resolved quickly

• Supporting documents are complete and quick to pull for any audit

• You set a reliable baseline for record completeness and close the high-risk gaps

• Acquisitions, transfers, refurbishments and dispositions follow consistent documentation workflows

• Recurring exception reports catch missing serial numbers, incorrect statuses, incomplete costs and mismatched records

• Fleet reporting by class is dependable, and handoffs between the shops, Finance, Operations and Supply Chain move faster

What We Offer

We take care of our team so you can take care of the work. Our benefits are designed to keep you safe, supported, and set up for success.

• Health & Wellness – 100% company-paid medical coverage premiums for you and your family, including spouse or partner and children

• Life Insurance – Company-paid group life insurance for every employee

• Additional Coverage – Employee-paid dental, vision, short and long term disability, additional life, accident, illness, and hospital indemnity options available

• 401k – plus 4% matching

• Time Off – Flexible PTO

• Supportive Culture – Safety-first mindset, people-first values, and a team that looks out for one another