Clerical Assistant - Fleet Services

Equiliem; New York (NY); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Medical Insurance

Vision & Dental Insurance

Life Insurance

Matching 401(k)

Commuter Benefits

Employee Discounts & Rewards

Payroll Payment Options

Job summary

Equiliem in Astoria, New York is seeking a Clerical Assistant - Fleet Services to provide administrative support for fleet operations, including vehicle documentation, data management, and vendor coordination.

The role requires strong organizational skills, attention to detail, and the ability to manage a high‑volume workload. Schedule is 7:00 AM–3:30 PM; pay ranges from $24 to $28 per hour, with DMV, permitting and finance support duties involved.

Qualifications

• Associate's degree required.
• Experience with fleet management systems preferred.
• Proficiency with Excel, Word and Office Suite.

Responsibilities

• Process vehicle documents, registrations, titles, permits, and licensing materials.
• Maintain, track, and update vehicle information in fleet management systems and spreadsheets.
• Coordinate vehicle deliveries and pickups with vendors, employees, and internal customers.
• Develop and maintain Microsoft Excel spreadsheets for data tracking and reporting.
• Support DMV, permitting, licensing and vehicle compliance activities.

Skills

Microsoft Excel

Data entry

Organizational skills

Communication skills

Attention to detail

Education

Associate's degree

Tools

FleetWave

Microsoft Excel

Microsoft Word

Microsoft Office Suite

Job description

Clerical Assistant - Fleet Services

Location: Astoria, New York

Schedule/Shift: 7:00 AM-3:30 PM

Pay: $24-$28 per hour

26-10352

Job Summary

The Clerical Assistant - Fleet Services provides administrative and organizational support for fleet operations, including vehicle documentation, data management, vendor coordination, and vehicle deliveries and pickups. This role maintains accurate fleet records, processes registration and licensing documents, and supports DMV, permitting, and finance-related activities. The ideal candidate is highly organized, detail-oriented, and able to manage multiple assignments while providing professional service to vendors, customers, and internal stakeholders.

Job Responsibilities

• Process vehicle documents, registrations, titles, permits, and licensing materials.
• Maintain, track, and update vehicle information in fleet management systems and spreadsheets.
• Use FleetWave or similar fleet management platforms to maintain accurate vehicle records and data.
• Coordinate vehicle deliveries and pickups with vendors, employees, and internal customers.
• Manage the receipt and distribution of vehicles from vendors and internal stakeholders.
• Coordinate with vendors and customers regarding vehicle deliveries, pickups, and related fleet activities.
• Support fleet garages and assist with fleet data and administrative functions as needed.
• Assist with DMV, permitting, licensing, and vehicle compliance activities.
• Travel to municipal offices and other locations as needed to process documents and complete fleet-related tasks.
• Perform accurate data entry related to vehicle information, preventative maintenance schedules, and other fleet records.
• Develop and maintain Microsoft Excel spreadsheets for data tracking, reporting, and recordkeeping.
• Prepare and maintain documents using Microsoft Word and other Microsoft Office applications.
• Support finance-related administrative activities associated with fleet operations.
• Collaborate with internal stakeholders to support fleet objectives and provide effective customer service.
• Maintain organized and accurate records while managing a high-volume workload.

Job Requirements

• Experience processing vehicle-related documentation, registrations, titles, permits, or licensing preferred.
• Experience with fleet management systems, preferably FleetWave or a similar vehicle management platform.
• Proficiency with Microsoft Excel, including data entry, spreadsheet management, tracking, and reporting.
• Proficiency with Microsoft Word and Microsoft Office Suite.
• Experience with database management, data tracking, and records management.
• Strong organizational skills with the ability to manage multiple assignments and high-volume workloads.
• Strong attention to detail and accuracy in data entry and recordkeeping.
• Effective written and verbal communication skills.
• Ability to prioritize multiple assignments while maintaining accuracy and compliance.
• Ability to communicate professionally with vendors, customers, internal stakeholders, and government offices.
• Fleet operations or fleet administration experience preferred.
• Knowledge of DMV procedures, forms, and vehicle compliance requirements preferred.
• Automotive industry experience preferred.
• Experience coordinating vehicle deliveries, pickups, and vendor relationships preferred.
• Experience supporting licensing, permitting, finance, transportation, or related administrative functions preferred.

Education

• Associate's degree required.

Work Experience

• Relevant experience in fleet administration, clerical support, vehicle documentation, records management, or a related administrative environment preferred.

About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

We offer a comprehensive benefits package to our employees, which includes:

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

EEO Employer

Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [emailprotected] or [phone].